Job Des - Senior Secretary - Julia Piri

JOB DESCRIPTION
Senior Secretary
Department: Management
Incumbent: Julia Dian Sofli Piri
Location: Toka Tindung Project
Direct Manager: Operation Director
Direct Reports: Operation Director
Last Revision of Job Description: August 2016
It is important that all employees at the Toka Tindung Project have a clear understanding of
the expectations of their duties and responsibilities. This job description outlines the major
responsibilities for this role and is a guide to the employee and their managers as to their
overall responsibilities. The employee recognizes that they may be required to undertake
work that is outside of the specifics of this job description from time to time, as required and
requested to do so for the good operations of the Toka Tindung Project, and they agree to
undertake all reasonable and lawful instructions provided to them.
Mission
To provide supervision on administration and personnel activities for Management on
Tokatindung Project.
Core Duties and Success Factors
Duties Success Factors Frequency

 Safety and Environment
 No LTI Daily
Provide motivation and leadership
 Report all hazards on timely
to employees and contractors to
basis
promote a professional, vigorous
and safe working environment,
whilst ensuring adherence to the
Company’s HSE and all
regulatory and industrial standard
working practices and to maintain
order and housekeeping at the
highest level.
 Prepares work schedule:  Make sure that all the incoming Daily
1. Check in / out tray letter or data completed
2. Identify outstanding tasks  All work schedule preparation
3. Prepare work schedule organized well with no errors.
 Assists at meeting  All preparation organized well Weekly

1. Prepare meeting agendas  All material for meeting As needed
2. Arrange attendance at completed
meetings  Make sure all participants
3. Prepare meeting venues meeting attend on time
4. Prepare minutes of meetings  Always standby at meeting
And record all meeting result
with no errors.
 Arranges transport and  Make sure that travel request As needed

accommodation approved by
1. Process transport requests manager/supervisor.
2. Maintain transport records  All information accurate
3. Arrange accommodation on  Coordinate with travel well.
and off site  Inform user accurately.
4. Arrange travel request and
tickets
 Administers department leave  All data received accurately As needed

1. Receive approved leave  No errors
applications  Leaves according to company
2. Maintain leave rosters rules.
3. Communicate leave
arrangements to employees
4. Maintain leave record
5. Liaise with travel agents
6. Arrange travel advances as
required
 Arranges reimbursement of As needed

expenses
1. Check applications for All expenses has been
reimbursement of expenses approved by manager
2. Submit applications for
reimbursement of expenses All expenses accompanied by
3. Arrange reimbursement a receipt or proof of payment
payments to employees
 Maintains departmental filling Daily

system Make sure that all orders
1. Prepare file storage approved by manager
2. Prepare file covers Take the orders at supply on
3. Classify and identify files the time.
4. Register incoming and Make sure that all the
outgoing documents administrative tasks carried out
5. File documents accurately well and accurately.
6. Retrieve files
7. Monitor file movement and
security
 Maintains office supplies Daily

1. Issue office supplies Store office supplies securely
2. Maintain stocks of office
supplies
 Administers department's PPE

Maintain register of PPE issues
entitlement Monthly
 Maintains work area Daily

Make sure that the office boy
1. Maintain work area in clean
work well.
and tidy condition
2. Ensure work area free from
safety hazards
3. Report defects, incidents and
unsafe conditions
 Assistant Manager Coach other in preparing work Daily

schedule
As needed
Coach other in providing
reception service
Coach other in using telephone
receiver
Coach other in operating office
equipment
Coach other in operating
computing equipment
Coach other in assisting at
meetings
Coach other in arranging
transport and accommodation
Coach other in administration
department leave
Coach other in arranging
reimbursement of expenses
Coach other in maintaining
departmental filling system
Coach other in maintaining office
supplies
Coach other in administering
department's PPE entitlement
Coach others in maintaining
work area
Job Specifications
 Bachelor Degree graduated
 Minimum 4 years experience in Mining Company especially in administrative task
 Advance Secretary/Administration
Compliance/Permit
Competencies
 Integrity & Ethics : Honesty, fairness, integrity and the highest ethical standards in our
relationships with each other and with our stakeholders
 Interpersonal Sensitivity : Recognizes, understands, and empathizes with the feelings
and needs of others and responds accordingly.
 Creativity and Innovation : Generates or facilitates the generation of new ideas,
methods, products, or solutions.
 Collaboration : Works in partnership with others to accomplish goals.
 Accountability : Takes ownership for decisions and results of work within the scope of
one’s role.
 Customer Focus : Understands and anticipates customers' needs and takes action to
provide high quality products and services to exceed their expectations.
 Administration, Records And Data Handling : Comprehends, implements, monitors
document controlling, administrative procedure, reporting and recording technique (flow
of document), and budget allocation to ensure that the document is stored
systematically according to regulation or system applied in the company. (Example:
prepares, reviews, and approves (managerial/superintendent level) catering/cleaning
service/vendor performance monthly report)
SOP
Authorities
 Access to company’s filling
 Keeping company’s stamp
 Keeping Manager’s and Director’s digital stamp
 To approve Admin Clerk, Office Boy, and Driver’s leave request
 Checking External Relation Personnel’s time sheet
 Maintaining Jakarta Office Petty Cash
Acknowledgement
By signing below the employee acknowledges that they have received a copy of this job
description and they understand the full range of duties they are expected to perform within this
scope of this position. The employee also understands what outcomes they are required to
deliver on in order to be successful in this role, and commits to using their best efforts to achieve
those success factors to the best of their ability.
Employee Name:
Employee Signature:
Date of Receipt of Job Description:

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JOB DESCRIPTION

Core Duties and Success Factors

Duties Success Factors Frequency

 Assists at meeting  All preparation organized well Weekly

 Arranges transport and  Make sure that travel request As needed

 Administers department leave  All data received accurately As needed

 Arranges reimbursement of As needed

 Maintains departmental filling Daily

 Maintains office supplies Daily

 Administers department's PPE

 Maintains work area Daily

 Assistant Manager Coach other in preparing work Daily

Date of Receipt of Job Description:

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