Aafis Administrator

**JOB ADVERT**

**Job Title**: AAFIS Administrator

**Location**: JHB, Marshalltown

**Employment Type**: Full-time

**Job Summary**:
**Key Responsibilities**:
**Office Administrator Duties**:

- Oversee day-to-day office operations
- Coordinate and schedule meetings, appointments, conference calls, and travel arrangements.
- Manage and maintain office systems and equipment
- Handle confidential information with discretion
- Provide administrative support to senior executives
- Prepare reports, presentations, and other documents as needed
- Monitor and maintain office supplies inventory including procurement
- Liaise with external vendors and organizations
- Communicate and collaborate with team members, clients, and external vendors
- Answering and screening incoming calls to re-direct calls; taking messages and passing messages to relevant individuals
- Welcoming/ Receiving AAFIS Guests
- Diary management and arranging appointments, booking meeting rooms and conference facilities
- AAFIS Database management (spread-sheets)
- Organising travel and accommodation for AAFIS deployed Leaders and members
- Help to maintain the budget plan and produce cash-flow reports, projects expenditure reports.
- keeping records and reports up to date, filing of all AAFIS related matters (incl. converting the Virtual recorded meetings and events to word format and file) for record purposes.
- Management of Asset Register and oversee the maintenance of facilities for AAFIS
- Provide administrative support as needed

**Project Coordinator duties**:

- Plan and coordinate various projects, events, and tasks
- Ensuring projects and events success from beginning to end
- Develop and maintain project timelines and budgets
- Creating and adhering to timelines for planning meetings, events, conferences, seminars etc
- Liaising with clients to gauge their needs
- Work with IYA & AFRLS teams and involved stakeholders to accomplish tasks
- Liaising with clients, contacting vendors, service providers for outsourced services and working with various teams to complete projects
- Resolving problems or escalating issues on time for smooth execution of projects

**Events Organiser duties**:

- Identify the client’s requirements and expectations for each event.
- Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order.
- Find a suitable venue for events and book the venue in a timely manner.
- Manage all event set-up, tear down, and follow-up processes.
- Maintain event budgets.
- Book venues, entertainers, photographers, media teams, draft program and schedule speakers.
- Conduct final inspections on the day of the event to ensure everything adheres to the client’s standards.
- Assess an event’s overall success and submit findings.

**Skills Requirements**:

- Ability to operate without Supervision
- Strong organizational and time management skills
- Proficient in Microsoft Office suite
- Excellent communication and interpersonal skills
- Ability to handle multiple tasks and prioritize effectively
- High level of attention to detail and accuracy
- Strong problem-solving skills
- Ability to maintain confidentiality of sensitive information
- Event Organising skills

**Qualifications & Experience**:

- Bachelor’s degree in Business Administration, Law or related field
- Matric or equivalent NQF Level
- Minimum of 2 years of experience in administrative or similar roles
- Proficiency in Microsoft Office Suite, Outlook & PowerPoint
- Proven Track record in Events Management, and Project Management