Office Coordinator

3 weeks ago

Durban, South Africa The Aurum Institute Full time

**_Work Description_**

To manage and coordinate all administrative functions and staff-related activities within the Department as well as establish and maintain appropriate recording and reporting systems within the Department.

**_ Technical Work Responsibilities_**
- Coordinate and execute office administration
- Coordinate the planning of events
- Coordinate financial and procurement activities, and related tasks
- Coordinate the visitors programme
- Liaise with external and internal stakeholders
- Supervision of subordinates

**Duties**:

- Coordinate, collaborate and liaise with all internal and external stakeholders when necessary towards the achievement of Company goals
- Provide support and assistance to all Company staff
- Liaise with all relevant stakeholders to advertise and organise successful training events in the training and communications sub-divisions
- Prioritise all administrative functions and their timely and accurate completion
- Develop and implement appropriate administrative systems within the Company
- Develop and implement appropriate recording and reporting systems with the Company
- Develop, maintain and distribute the work calendar to all relevant stakeholders and Company personnel
- Coordination of meetings, booking of boardrooms, taking of minutes and distribution of minutes
- Draw reports on a weekly and monthly basis and when a special request is raised
- Compilation, printing and distribution of communications, materials and tools
- Liaise with ICT to confirm content on the intranet and internet are developed and maintained
- Support management with administrative functions
- Assist in organising events within the Company including administrative functions, communication and implementation
- Coordinate all travel and related reimbursements for the Company and stakeholders
- Manage the petty cash of the Company
- Oversee and coordinate all procurement and invoicing processes
- Obtain and compare quotes for cost effectiveness
- Familiar with Global Fund and PEPFAR/USAID/CDC procurement policies and regulations
- Coordinate and supervise administrators in the Company directly and indirectly through planning, scheduling, evaluating and feedback
- Oversee that appointed sub-ordinates are developed in the best administrative practices and the use of the intranet
- Comply with all safety policies, practices and procedures according to prescribed legislation
- Report all unsafe activities to Senior Management/Human Resources
- Participate in proactive team efforts to achieve departmental and company goals

SELECTION CRITERIA

**_ Education_**
- Grade 12
- Appropriate Post Matric Qualification
- Advantageous_
- Relevant Degree/Advanced Diploma in Communication or Business Administration
- Diploma/Degree in Finance, Accounting or Bookkeeping

**_Experience_**
- 2 years’ experience in a Senior Administrator/Coordinator/Communications Officer position
- 5 years’ administration experience
- 2 years’ experience in managing people and/or projects

**_Requirements_**
- Understanding of HIV/Aids and TB
- Valid Driver’s Licence
- Own Vehicle
- Advanced computer and software skills including electronic mail, record keeping, routine database activity, Word, EXCEL, PowerPoint etc.
- Minimal overnight travel (up to 10%) by land and/or air
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals
- Ability to write routine reports and correspondence
- Ability to speak effectively before groups of external stakeholders or employees
- Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals
- Ability to deal with problems involving several concrete variables in standardized situations

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