Base Assistant for Mines Advisory Group

Specific areas of responsibility:

Procurement

• Support the Base Supervisor with procurement activities and documentation
• Update all procurement activity via procurement tracker to ensure timely processing of purchases
• Ensure the procurement tracker is kept fully updated, and follow up on missing information
• Complete procurement paperwork to ensure compliance with MAG policy
• Assist Base Supervisor in setting up preferred providers and updating related contracts
• Prepare documentation to allow processing of contractual payments (rent, internet etc.)
• Prepare fuel reconciliation report and documentation to process fuel payments
• Ensure all procurement documentation is filed, scanned and archived in a timely manner
• Support other MAG bases with procurement activity where required

Team Management

• Manage drivers under the supervision of this role effectively and efficiently, carrying out all usual managerial tasks as appropriate, ensuring that lines of communication are open and effective and dealing with any questions or complaints efficiently, following consultation with the Base Supervisor and/ or HR.
• Schedule driving and prepare travel per-diem. Travel authorization must be signed by BS.
• With particular attention paid to the drivers, task the team effectively so that they are making the best use of their time within the context of the operations that the Base is supporting
• Write an accident report when any driver cause an accident
• Manage leave schedule of driver. Final approval by Base Supervisor.

Other

• Ensure knowledge of the working of the other team role to ensure flexibility during unexpected absences, in particular booking of travel and hotels for visitors to the programmed, and purchasing requests
• Ensure a working knowledge of the management of the Store, to ensure flexibility during unexpected absences. During busy periods, assist the Storekeeper in the preparation of equipment for the teams and in the monitoring of equipment returned during stand-down
• Assist users in their use of IT systems (software install & maintenance, e-mail account setup, etc.)
• If required, support in the review of fuel invoices on a monthly basis
• Carry out any other reasonable duties as requested by the Base Supervisor

Responsibilities of all staff

• As part of their roles, all MAG staff are required to:
• Uphold and implement MAG standard policies including, but not limited to the Policy on Personal Conduct, Protection of Children and Vulnerable Adults, Dignity at Work, Financial Crime Policy, Gifts and Hospitality Policy and Equal Opportunities Policy
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.
• Work within the framework of MAG’s core values, promoting its ethos and mission statement.
• Work towards achieving programme and/or department business plan objectives
• Ensure familiarity with and adhere to all MAG policies and procedures and keep informed of MAG activities
• Undertake and apply learning from appropriate training and development programmes.
• Undertake the role in a manner appropriate to the cultural context and within the local legal framework
• On occasion, work outside regular working hours as circumstances dictate.