Professional Assistant

7 days ago

Cape Town, South Africa Zeebra Junction Full time

**NPO - REGIONAL ADMINISTRATOR - OPERATIONS & COMPLIANCE - REGIONAL OFFICE CAPE TOWN**

My Client an NPO (Not for Profit Organisation) who oversees and runs several Establishments offering a range of accommodation choices for Aged Care - covering independent, assisted, frail and dementia care as well as charitable work through two Child and Youth Care Centers and multiple outreaches across South Africa and Zimbabwe - is urgently recruiting for a Regional Administrator - Operations & Compliance to work out of the Regional Office in Cape Town.
My client offers a very competitive remuneration package for this role.

**OVERVIEW AND DESCRIPTION OF ROLE**
**PROFESSIONAL COMPETENCIES REQUIRED (MUST HAVE)**:

- Good typing skills
- Logical thinking skills
- Communication skills
- Strong organizational and administrative skills
- Honesty and integrity
- Ability to maintain confidentiality
- At least 5 years working experience in an administrative and / or secretarial role
- Clean criminal record
- Own reliable transport

**COMPETENCIES DESIRED (NICE TO HAVE)**

**Bookkeeping Experience, **Analytical skills, **NPO experience**
Project Management
Working in the IT Field
Dealing with a diverse client base
Exceptional Engagement & Communication skills.
Management Diploma

**EDUCATION REQUIREMENTS**

Matric Certificate together with secretarial diploma
Management Diploma (will be an advantage - preferred )

Proven experience in Microsoft Office, including Word, Excel, Office 365, PowerPoint, etc.

Proven typing skills

**ADDITIONAL COMMENTS ON THE ROLE**

This position provides direct support to the Regional Management team, so a person of high integrity, self-motivation and the ability to work independently with mínimal supervision is essential in the role.

**GENERAL DUTIES & RESPONSIBILITIES**:
Employee MUST be able to travel and spend extended periods away from Head Office.

**This position is required to**:

- Minute-taking at meetings of Establishments and any other, as required
- Minute-taking at EXCO and Board meetings.
- Full Board administration
- All travel arrangements for Organisation together with credit card administration and reconciliation
- General administrative assistance for the Regional Management Team including the CEO
- General administrative assistance for Marketing & Partnerships department
- Offers support to the regional team in terms of compliance and assisting all Establishments to reach compliance as needed
- **Assistance to the Regional Management Team**:

- Maintain full filing system for CEO office
- Updating Organisation - NPO documentation on an annual basis
- Keeping record on an Excel spreadsheet of all TPA’s for all Establishments receiving government grants and monitoring receipt of tranches and expiry of agreement
- Maintain filing system for Head Office - Establishments
- Keep notice board up to date in CEO office indicating all current DSD and DOH licenses and expiry - all Establishments
- Regional compliance monitoring in conjunction with Internal Controller
- Management and administration of Standard Operating Procedures
- Preparing of EXCO / Board packs and distribution thereof prior to EXCO / Board meetings
- Taking of and typing of minutes of EXCO and Board meetings and any other meetings, as may be necessary from time to time
- Any other typing required in the CEO office
- All travel arrangements of the Organisation, as may be required from time to time
- Administration and reconciliation of the organization's credit card on a monthly basis
- Ensure stock availability of coffee / tea / milk, etc. for Regional offices
- Ensure stock availability of stationery in Regional offices
- Maintain cleaning regime for all Regional offices with assistance from Facility Manager - Cape Town Establishment
- Any other duties as required by CEO or Regional Management Team
- All typing required by the Marketing & Partnerships department
- All filing required by the Marketing & Partnerships department
- Control and replenishment of marketing material as required
- Assistance with compilation of the Annual Report
- **Operations, Property & Risk**:

- Draft yearly audit plans to monitor areas of operations as per set audit criteria:

- Determine internal audit scope and develop monthly and annual plans for the region
- Perform yearly audit cycles through the region based on the prescribed criteria
- Obtain, analyse and evaluate documentation, previous reports, data, report flowcharts
- Prepare and present reports that reflect the audit’s results and document process
- Act as an objective source and offer advice and insights to ensure that audit goal is achieved
- Identify loopholes, recommend risk aversion measures, and highlight possible cost-savings proposition that can be implemented
- Maintain open communication with Establishment Management ensuring transparency to maintain a good relationship
- Document the audit process and prepare audit findings to the Regional office
- Conduct f

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