Key Interlocutors (purpose and frequency)Internal:Construction and Operations team onCountry Manager and team working within Cape Town offices.Development team.
External:Relationship with subcontractors working on sitesRelationship with relevant government and/or local authorities.Relationship with entities related to safety.
Main objective of the position and Tasks Description (not limited)To provide administrative support in Health, Safety, and Environment (HSE) operations by managing HSE Hub systems and overseeing the eGEstiona Access Management system daily.
This role ensures smooth access control, data accuracy, compliance, and reporting across a complex, multi-contractor Solar PV site.
Key Responsibilities:HSE Hub Management:System Administration: Manage and update HSE Hub daily, ensuring information accuracy for all site activities.Data Entry and Maintenance: Accurately input contractor details, permits, incident records, and safety metrics into the system.Document Control: Organize and update all HSE-related documents, including risk assessments, method statements, and certifications.Training Records: Track and record training schedules, certifications, and completion statuses for site staff and contractors.Compliance Monitoring: Ensure all contractors comply with the site's HSE policies, facilitating corrective actions when non-compliance is observed.eGEstiona Access Control Management System:User Access Control: Daily administration of the eGEstiona system to control access for authorized personnel only.Registration and Onboarding: Register new contractors, workers, and visitors in the system, issuing site permits and ID cards as necessary.Contractor Management: Maintain accurate records for all contractor's, ensuring access is granted based on current work status, training, and certification.Audit and Inspection Preparation: Regularly review access records to ensure compliance with site access policies and prepare for HSE audits.Troubleshooting and Support: Provide technical assistance for users and resolve access issues promptly.
Reporting and Documentation:Daily Logs and Reports: Prepare daily, weekly, and monthly reports on HSE statistics, access data, and non-compliance incidents.Incident Reporting: Record and report incidents in the HSE Hub and escalate as required.Data Integrity: Ensure the accuracy and confidentiality of all HSE data across HSE Hub and eGEstiona.
Communication and Coordination:Internal Coordination: Collaborate with the HSE team to support ongoing safety initiatives and corrective actions.Contractor Liaison: Work closely with contractor representatives to facilitate compliance and communicate access protocols.Training and Induction Support: Assist in scheduling and organizing HSE inductions, toolbox talks, and refresher courses for contractors and employees.Collaborate with management and employees to promote a safety cultureMaintain health and safety files for plantsMonitor and report on HSE performance metricsEnsure compliance with OHS Act, Environmental Legislation, and other relevant regulationsManage and coordinate emergency response plans and proceduresLiaise with external parties, such as regulatory bodies and consultants
Work effectively with internal and external stakeholders, to accomplish organizational goals and identify and resolve problemsEducation and Technical Skills Level (academic degree, experience, courses, habilitations, language, …)
Skills & Qualifications:Education: Relevant Certifications in Health, Safety, and Environment or related field.Experience: 1-3 years of experience in HSE administration, ideally within the renewable energy or construction industry.Technical Skills: Proficient in HSE management systems, specifically HSE Hub and eGEstiona.Communication Skills: Strong interpersonal skills for effective communication with multiple subcontractors.Organizational Skills: Excellent attention to detail with the ability to manage and prioritize tasks across a large site with multiple contractors.Required Soft Skills (autonomy level, responsibility level, accuracy, interpersonal skills, …)Ability to obtain operation team adhesion for implementation of the HSE proceduresAbility to maintain strong position with respect to HSE system implementation, especially when employees are reluctant to comply with the HSE system.Adaptation to various situations and stakeholders.Good interpersonal relationship and teamwork.Ability to work under pressure and communicate with both internal and external stakeholders effectively.
Additional Requirements:Familiarity with HSE regulations with the renewable energy industryBasic understanding of risk assessment and contractor management.Proficiency in Microsoft Office, especially Excel and PowerPoint for report generation.To be able to work in a fast-paced environment.Relevant safety coursesBasic understanding of the quality requirements of relevant ISO standards