Background

At First Quantum, we free the talent of our people by taking a very different approach which is underpinned by a very different, very definite culture – the “First Quantum Way”. Working with us is not like working anywhere else, which is why we recruit people who will take a bolder, smarter approach to spot opportunities, solve problems and deliver results. Our culture is all about encouraging you to think independently and to challenge convention to deliver the best result. That’s how we continue to achieve extraordinary things in extraordinary locations.

Purpose

The administrator planner provides critical administrative and logistical support to the Main Planner and the maintenance section. This role ensures that the data, documentation, and coordination required for the maintenance strategy are meticulously maintained, allowing the Main Planner to focus on high-level technical strategy and long-term scheduling. The Admin Planner acts as the administrative engine of the Work Management Process.

Key Responsibilities

Data & Forecast Support;

Assist in the daily capturing of machine engine hours and equipment data into Pronto/BBX (or relevant CMMS) to ensure forecasting accuracy. Update equipment history records for all major and minor tasks to ensure a reliable audit trail for management review. Monitor and update the status of work orders, ensuring they move through the system from “requested to “finished”

Documentation & Work Packs;

Compile and organize comprehensive “Work Packs” for the execution team, ensuring they include all necessary JSA’s, SOP’s, and SWI’s as directed. Coordinate the printing, filing, and distribution of technical drawings, photographs, and vendor manuals. Maintain a centralized digital and physical filing system for all project documents and maintenance records for future reference.

Parts & Materials Administration;

Assist in obtaining quotes and part descriptions; complete ANSI forms for new spare parts as identified by the Main Planner. Liaise with Warehouse personnel to track the delivery status of ordered parts and notify the planning team of any delays. Monitor the “planning staging areas” to ensure that parts returned from the field do not remain for more than two weeks, coordinating their return to stock or re-allocation.

Backlog & Schedule Coordination;

Administer the work order backlog by flagging aged orders for the Main Planner’s review. Coordinate meeting invites and logistical arrangements for weekly planning with stakeholders. Assist in the timely release of work orders once the Main Planner has approved them.

Reporting & KPIs;

Collate data for the preparation of weekly and monthly reports, ensuring all administrative actions comply with the established Work Management Process and timeframes.

Continuous Improvement;

Assist in the administrative update of technical procedures and work instructions. Track and record differences between actual work performance and estimates to help in refining future planning accuracy.

Technical & Soft Skills:

Computer Literacy: Proficient in Microsoft Office (Excel, Word, PowerPoint). Organizational Skills: Exceptional ability to manage paperwork, digital files, and competing deadlines. Communication: Strong written and verbal English skills; ability to communicate effectively with artisans, warehouses, and supervisors. Professionalism: High level of honesty, integrity, and confidentiality. Analytical Skills: Ability to identify data discrepancies and follow up on administrative bottlenecks.

Physical & General Requirements:

Ability to work effectively in a team and support the Main Planner in a remote or challenging environment. Ability to work safely in a maintenance environment. Able to handle work with a great sense of professionalism Possesses good organizational skills Well oriented person Act with integrity in all areas: maintain confidentiality in dealings with all stakeholders Demonstrate accuracy, time management and organizational skills. Maintain a professional work ethic around effective honest communication with supervisors and other stake holders Commitment to reach or exceed maintenance, operational and safety goals. Work effectively in a team environment, supporting other team members when needed. Must be familiar with safe working practices. Minimum 2 years maintenance experience on Mobile machinery environment or acceptable equivalent on underground or surface mining. Must have worked with recognised CMMS (Computerised Maintenance Management System), Pronto will be added advantage. Able to read, understand and reference maintenance manuals. Prior planning experience will be highly regarded. Valid driver’s license (minimum 12 months experience) is desirable

• Assist in the daily capturing of machine engine hours and equipment data into Pronto/BBX (or relevant CMMS) to ensure forecasting accuracy.
• Update equipment history records for all major and minor tasks to ensure a reliable audit trail for management review.
• Monitor and update the status of work orders, ensuring they move through the system from “requested to “finished”
• Compile and organize comprehensive “Work Packs” for the execution team, ensuring they include all necessary JSA’s, SOP’s, and SWI’s as directed.
• Coordinate the printing, filing, and distribution of technical drawings, photographs, and vendor manuals.
• Maintain a centralized digital and physical filing system for all project documents and maintenance records for future reference.
• Assist in obtaining quotes and part descriptions; complete ANSI forms for new spare parts as identified by the Main Planner.
• Liaise with Warehouse personnel to track the delivery status of ordered parts and notify the planning team of any delays.
• Monitor the “planning staging areas” to ensure that parts returned from the field do not remain for more than two weeks, coordinating their return to stock or re-allocation.
• Administer the work order backlog by flagging aged orders for the Main Planner’s review.
• Coordinate meeting invites and logistical arrangements for weekly planning with stakeholders.
• Assist in the timely release of work orders once the Main Planner has approved them.
• Collate data for the preparation of weekly and monthly reports, ensuring all administrative actions comply with the established Work Management Process and timeframes.
• Assist in the administrative update of technical procedures and work instructions.
• Track and record differences between actual work performance and estimates to help in refining future planning accuracy.

• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• Exceptional ability to manage paperwork, digital files, and competing deadlines.
• Strong written and verbal English skills; ability to communicate effectively with artisans, warehouses, and supervisors.
• High level of honesty, integrity, and confidentiality.
• Ability to identify data discrepancies and follow up on administrative bottlenecks.
• Ability to work effectively in a team and support the Main Planner in a remote or challenging environment.
• Ability to work safely in a maintenance environment.
• Able to handle work with a great sense of professionalism
• Possesses good organizational skills
• Well oriented person
• Act with integrity in all areas: maintain confidentiality in dealings with all stakeholders
• Demonstrate accuracy, time management and organizational skills.
• Maintain a professional work ethic around effective honest communication with supervisors and other stake holders
• Commitment to reach or exceed maintenance, operational and safety goals.
• Work effectively in a team environment, supporting other team members when needed.
• Must be familiar with safe working practices.

• Grade 12 Certificate
• Certificate/Diploma in Business Administration, Logistics, or a Technical field (Heavy Equipment Repair/Automotive Technician background is an advantage)
• All Qualifications must be certified by Zambia Qualifications Authority (ZAQA)