Position Identification
Position Title: Office Administrator
Organisation: Islamic Relief South Africa
Location: Cape Town
Reports to: National Support Services Coordinator
Purpose of Position
To oversee and effectively manage all aspects of the national office to ensure optimal efficiency and productivity within the daily running of the office environment. The Office Administrator is responsible for ensuring the smooth operation of the front office and administrative functions on a daily basis.
Key Accountabilities
FINANCE MANAGEMENT
Support Finance Department in preparation of Financial Reports (i.e submit weekly bank and petty cash report, weekly report).
Ensure proper communication with head office and the Finance department.
Prepare expense forecasts, schedules, comparatives, etc. where procurement of new admin equipment is being evaluated.
Track and report on monthly administrative expenditures.
Maintain updated record of receipts & ensure all cash received is deposited.
Ensure deposit logs are completed within required timeframes and returned to Income Controller.
Prepare necessary Procurement Request Forms, Purchase Orders and Payment Requests, whilst ensuring comparative quotes have been obtained.
Prepare cash send requests for relevant office petty cash, electricity and consumables requirements.
Track acquisition and movement of all office assets and ensure correct documentation is in place.
Maintain accurate records of all IN KIND DONATIONS income and distribution.
Manage the courier portfolio – reconciling, replenishing and queries.
COMMUNICATION
Receive and track all communication for the organisation, including e-mail, phone, fax and postal mail, and transfer it to the correct departments.
Responsible for outgoing mail, forwarding and receiving of packages and maintaining mailing or contacts lists.
Distribute memos and reminders to the office team on behalf of the Head of Department.
Receive and announce all guests and walk-in visitors in accordance with internal requirements.
Ensure guests sign into register at reception when entering the building.
Act as liaison for setting up appointments for senior managers if required.
Track meetings and the usage of the boardroom.
Track usage of the IRSA vehicles and set up services, repairs, maintenance and insurance related processes.
Facilitate the driver's driving and maintenance schedule.
Prepare correspondence and documentation including drafting and distribution of letters and email.
ADMINISTRATIVE
Ensure all travel and other required administrative records are in place as per policy.
Manage the "petty cash" aspect within the office and is responsible for its custody, administration and reconciliation.
Assist with all administrative tasks for the relevant office, as requested by office team members.
Handle all printing and email support for team members as required and authorized by the Head of Department.
PROCUREMENT & LOGISTICS (Ad Hoc)
Assist with regional requests for quotations, collect quotations and samples from suppliers for administrative goods and services required for the office.
Assist with developing and maintaining a list of regional administrative suppliers for different goods and services.
ORGANISATIONAL SUPPORT
Act as a link for all departments thereby facilitating the smooth running of the office.
Track, monitor and report on the organization's IT needs and usage.
Arrange logistical support for office and field requirements, where required.
Maintain a database of administrative suppliers and interact with them regularly.
Maintain accurate records of staff whereabouts including attendance register and leave arrangements.
Coordinate staff amenities and provisions.
Arrange full staff meetings and agenda items.
Update daily attendance register for specific region and advise head office administrator of any absentees.
OFFICE MANAGEMENT
Organize office equipment maintenance, ensure that the office is clean and that each staff member has the necessary supplies.
Ensure that the office is cleaned and presentable at all times.
Ensure that consumables are in store for the office.
Liaise with the Head of Department to ensure that offices are well maintained and secure.
Track repairs and maintenance in relation to office needs.
Key Interfaces:
Head of Finance and Administration
National Administrative Coordinator
Chief Executive Officer
Finance Team
Fellow office administrators in the other regions
All staff within the office
Liaising with the heads of department for various tasks, where required
Works closely with utility officers and other support team members
Educational Qualification:
A bachelor degree from an accredited University with major course in Office Administration or Related field.
Previous experience in NGO Finance/administration is preferred.
Skills & Knowledge Required
Excellent financial and analytical skills.
Experience in working independently.
Excellent communication and drafting skills for effective reporting.
Good interpersonal and communication skills to maintain acceptable working relations with stakeholders.
Demonstrates flexibility and energy for high level of self-management and awareness.
Flexible in working arrangements and adaptable to new (sometimes unstructured) and stressful working environments.
Ability to work in a team.
Competent in Advanced Excel.
Good at multi-tasking.
Attention to detail and commitment to achieving quality results.
Computer literate: highly proficient in MS Word, PowerPoint, Excel, Access, email software and knowledge management system.
Confident and able to work on own initiative.
Key Islamic Relief Qualities Required
Good understanding and sympathy with Islamic values and principles.
Commitment to IR's vision and mission.
CLOSING DATE: COB 27 November 2024
Please forward a copy of the completed application form (available on the website), 1-page motivational letter and your CV along with a certified copy of your ID to ****** before the COB 27 November 2024
Dearest applicant, kindly consider the following:
If the requirements of the application as above are not met, we will consider the application as incomplete and therefore not accepted.
Please consider your application as unsuccessful if you are not contacted within 2 weeks after the closing date.
Over and above operational requirements, Islamic Relief South Africa will take into account the country's and organisational employment equity imperatives.
Job Type: Full-time
Experience:
Administrative office procedures, practices and equipment: 2 years (Preferred)
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