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National Office Administrator

7 months ago

Cape Town, 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

1. 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

2. 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 walk-in 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.

3. 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

4. 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.

5. 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 financial-and 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 self-management and awareness
- Flexible in working arran