National Office Administrator

2 weeks ago

Cape Town, Western Cape, South Africa Islamic Relief South Africa Full time

Islamic Relief South Africa (IRSA) is a member of Islamic Relief Worldwide (IRW), a UK based international relief and development charity, which aims to alleviate the suffering of the world's poorest people.

Position Identification

Position Title:
National Office Administrator (NOA)

Organisation:
Islamic Relief South Africa

Location:
Cape Town

Reports to:
National Administrative Coordinator

Purpose of Position

  • To oversee and effectively manage all aspects of the national office to ensure that optimal efficiency and productivity within the daily running of the office environment.
  • The National Office Administrator is responsible on a daily basis, for ensuring the smooth operation of the front office and administrative functions.
  • To supervise the Housekeeping and support staff
Key Accountabilities

  • FINANCE MANAGEMENT
  • Ensure timely submissions of all finance and admin related deliverables (daily, weekly, monthly, quarterly, annually)
  • Track and report on monthly administrative expenditures and all admin related deliverables
  • Maintain updated record of receipts & ensure all cash received is deposited.
  • Ensure card and cash deposit logs are completed and returned to Income Controller within required timeframes
  • Prepare necessary Purchase Orders and Payment Requests, Procurement Request Forms, as required and ensure the upholding of all relevant finance protocol and processes
  • Monitor and manage all office related requirements (e.g. petty cash, electricity and consumables requirements, etc.)
  • Tracking acquisition and movement of all office assets and ensuring correct documentation is in place and maintenance of the regional fixed asset register
  • Maintain accurate records of all "In Kind Donations" (IKD) income and distribution, in line with all IKD protocol and processes
  • COMMUNICATION
  • Responsible for outgoing mail, forwarding and receiving of packages and maintenance of mailing or contacts lists.
  • Distributes memos and reminders to the office team on behalf of the Head of Department
(HOD)/ National Administrative Coordinator

  • Receive, identify and notify the office of all guests and walkin visitors in accordance with internal requirements and appointments.
  • Ensure guest sign into register at reception when entering the building.
  • Track meetings and the usage of the boardroom and vehicles, etc.
  • ADMINISTRATIVE
  • Manages the "petty cash" aspect within the office and is responsible for its custody, administration and reconciliation.
  • Assists with all administrative tasks for the relevant office, as required and instructed per the NAC, HOD, Chief Executive Officer (CEO)
  • Oversee and manage the organization's Courier's account which entails monthly recons
  • ORGANISATIONAL SUPPORT
  • Work closely with the NAC, thereby facilitating the smooth running of the office.
  • Act as the IT Focal point person to log and interface with the IT Service Provider as well as track, monitor and report on the organization's IT needs and usage.
  • Facilitate logístical support for office and field requirements, where required.
  • Maintains a database of administrative suppliers and interacts with them regularly to build and strengthen relationships in the best interest of the organization.
  • Maintaining accurate records of staff whereabouts including attendance register and leave arrangements.
  • Coordinating staff amenities and provisions.
  • OFFICE MANAGEMENT
  • Organizes office equipment maintenance, ensures that the office is clean and in good order to facilitate a sound working environment
  • Ensures that the office is cleaned and presentable and in good order at all times by effectively supervising the relevant staff
  • Ensures that sufficient consumables are in store for the office at all times
  • Liaises with the NAC and Head of Department to ensure that offices are well maintained and secure.
  • Tracks repairs and maintenance as well as compliance requirements in relation to office needs.

Key Interfaces:

  • National Administrative Coordinator
  • Head of Finance and Administration
  • Chief Executive Officer
  • Finance Team
  • Fellow office administrators in the other regions
  • Housekeepers
  • 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.
- including previous experiences of NGO Finance/administrator

Skills & Knowledge Required

  • Interpersonal skills
  • Excellent financialand analytical skills
  • Experience in working independently
  • Excellent communication and drafting skills for effective reporting
  • Have good interpersonal and communication skills in order to maintain an acceptable working relations with stakeholders
  • Demonstrates the flexibility and energy that is required for a high level of selfmanagement and awareness
  • Flexible in working arran

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