Chief Administrative Liaison Officer at Southern Oil

Reporting directly to the Managing Director (MD), the Chief Administrative Liaison Officer (CALO) plays a dual role of leading the facilitation of administrative operations and serving as the primary point of contact for internal and external stakeholders. The CALO holds responsibility for the overall coordination and tasking of administrative requirements across SOILL’s value chain. Furthermore, this role is a critical first impression of the company and a liaison to the board of directors and senior management teams. The CALO provides executive support in a one-on-one working relationship and handles various activities and confidential matters with discretion. Through their ability to work autonomously, the CALO handles numerous special projects under minimal supervision.

Responsibilities

Executive Team Optimisation

• Complete various administrative tasks to optimise the MD’s ability to lead the company effectively, such as assisting with special projects, designing and producing complex documents, reports and presentations, and completing expense reports.
• Act as the key liaison between the MD and Senior Management to ensure the completion of projects by assigning work on behalf of the MD to the assigned senior managers. Ensure open communication channels between the executive team members are maintained, and provide support as required.
• Provide sophisticated calendar management, including making judgements and recommendations to ensure smooth day-to-day engagements.
• Provide both “gatekeeper” and “gateway” roles, thus acting as a bridge for smooth communication between the MD and members of the senior management team and employees.
• Act as a liaison to the Board of Directors with logistical support, written materials, and adherence to compliance with applicable regulations regarding Board matters.
• Oversee internal event management, including staff meetings and departmental activities for corporate culture fostering, and coordinate production meetings and other relevant conferences.

Optimise Operational Efficiencies:

• Act as the person in charge of organisational issues, including procurement, attendance, supplies, expenses, contract management etc.
• Coordinate administrative workstreams within the assigned departments to optimise work efficiency within operations and the SOILL supply chain.
• In collaboration with the Planner, assist with optimising production outputs and plant efficiencies such as scheduling orders, maintaining production plans to meet customer demands, analysing data on supply and demand, and determining optimal stock levels for the various warehouses.
• Work closely with the Production and Maintenance departments to ensure optimisation and collaborate with Sales and the Centralised Warehouse to monitor product inventory and balance supply and demand functions.
• Provide high-level administrative support on market-related pricing, such as price analysis and reporting, procurement and sales support and ensuring transparency on margins.
• Identify and develop reporting systems where necessary and train relevant employees to update and analyse reports.

Stakeholder Liaison:

• Oversee internal processes to maintain the highest standards of hospitality for stakeholders and create a welcoming environment for guests that resembles professional etiquette.
• Establish a professional environment that resembles the highest standards of hospitality and professional etiquette for stakeholders.
• Maintain high level stakeholder relationships through database management, correspondence, and corporate gifting initiatives in alignment with professional protocols.
• Monitor customer or business partner enquiries and complaints to ensure they are resolved in a professional manner.
• Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the organization’s operation.

Requirements

Minimum Requirements – Qualification, Skills and Experience

A relevant degree, such as a Bachelor’s Degree in Business Administration, Communication. Science, Marketing Analytics, Accounting or Science-related fields.

A post-graduate degree would be advantageous.

Advanced Excel skills are a prerequisite.

Experience with databases, MS Outlook, Teams and calendaring software.

Experience in the agricultural sector or a supply chain environment would be an advantage.

Candidates should demonstrate a well-rounded skill set encompassing analytical abilities, logical and critical thinking, effective communication, interpersonal skills, and the ability to engage with stakeholders at a high level.

Fluent in English and Afrikaans.

Practical and strong oral and written communications skills with the instinctive ability to exercise sound judgement.

The ability to work independently on projects from conception to completion, working in an ever-changing environment and the ability to handle pressure, are key to this role.

SOILL Values

Ownership

• Accountability and Responsibility

Respect

• We treat other’s how we want to be treated

Strengths-Focused

• Together we achieve more

Excellence

• Creating a high-performance culture

Transparency

• Open and Effective communication

Integrity

• We walk our talk

Availability outside standard working hours may be required of this role, as the role operates within an executive environment.

Remuneration and benefits will be commensurate with the seniority of the role and in compliance with company policy and practice.

We welcome applications from all suitably qualified candidates, but South African citizens will have a distinct advantage.

The opportunity listed has minimum requirements listed and management reserves the right to use additional or other relevant information as criteria for short listing.