JOB DESCRIPTION Madagascar

DP_REFINERY_17.0.24
Assistant Administratif dexpdition REV1_021216

JOB DESCRIPTION
Job Title: Purpose of the position:

Shipping Administrative Assistant, Reporting to the Administrative Coordinator, Refinery

Refinery Department, the Shipping Administrative Assistant is in
charge of coordinating and organizing administrative
shipping activities at Refinery.
The incumbent participates in the coordination of all
daily activities at shipping office to deliver finish
products to related market.
Reporting relationship: - Location : Toamasina
Special requirements: Can be asked to work on
- Reporting to: Administrative Coordinator weekends.
- Direct Reports:
- Dotted-line relationships: Shipping Coordinator
- External:
Job context

Main Accountabilities
Responsibilities Activities/frequency

1. Understand, comply with and apply

Company policies, practices and
procedures.

2. Support Departments and Companys

objectives

3. Prepare notes and memorandums following

hierarchys needs

4. Check receipts and record all documents

related to finish products

5. Control samples of finish products a. Prepare tags for products samples

b. Ensure that samples are in order
c. Ensure sending of samples at laboratory and
ensure reception

6. Understand, maintain and classify all
required information as per the quality
management system
a. Check by physical calculation all available
consumables
b. Ensure restocking :
i. Create a stock order (pick ticket) against
work order,
ii. Create purchase order within BAAN

7. Control necessary level of consumables for

finish products packaging
8. HSEQ a. Be aware, understand and comply with the

Template DP Juin 2014 REV1

 JOB DESCRIPTION Madagascar
DP_REFINERY_17.0.24
Assistant Administratif dexpdition REV1_021216

Ambatovy Health, Safety, Environment and

Quality (HSEQ) Policies and associated
documentation.
b. Ensure that the work is conducted in
compliance with Ambatovy HSEQ
requirements.
c. Participate in the management of non-
conformances, incident and actions as
required.
d. Participate in HSEQ audits and inspections
as required.
e. Support the implementation of agreed
HSEQ improvement initiatives.
f. Understand and participate in the
identification of the HSEQ risk pertinent to
your work area.
g. Actively participate at HSEQ meetings and
related initiatives.
h. Act as directed in an emergency/disaster
situation.
i. General environmental duty not to carry out
any activity that causes or is likely to cause
environmental harm.
Non-exhaustive and modifiable list j. General duty of care to self and others.
Impact of the Position (critical factor)
Position Profile
TECHNICAL SKILL MANAGEMENT SKILL ORGANIZATION SKILL
Low No use Not significant
Medium Medium Medium
High x High x High
Very high Very high Very High x
Requirements (Skills, Experience and Qualifications)
Skills : technical, managerial, organizational
Strong organizational skills
Knowledge of inventory control physical calculation, restocking
Knowledge of quality management system
Strong communication skills
Proficiency with computer, with Microsoft Office
Fluency in French and in English
Ability to work with a minimum of supervision
Experience : level, field, duration
Two years experience in administration or logistics
Qualifications : Education, complementary training(s)
Bacc+1, in Administration or Logistics, or equivalent
Behavior, attitude: required Qualifications / experience / skills: desired
Team spirit
Organizational skills
Ability to learn

Template DP Juin 2014 REV1