Office Administrator and Personal Assistant
2 months ago
**Job Title: PA/Office Administrator**
**Department/Group: Administration**
**Job Ref: POA2024**
**Location: Jika Uluntu Office, Crossways Village Centre**
**Travel required: No**
**Level/Salary Range: R7 000 CTC negotiable**
**Position Type: Fixed Term Contract**
**Subject Line: PA/Office Administrator 2024**
**HR Contact: Zozibini Notununu**
**Contact Number: 043 050 4980**
**Date posted: 19 October 2024**
**Posting expires: 23 October 2024**
Job description
At Jika Uluntu, we employ a systems change approach, collaborating with communities and stakeholders to implement meticulously researched and structured interventions for our beneficiaries. These interventions are thoroughly monitored, evaluated, and reviewed using both qualitative and quantitative data collected at individual and household levels. This data-driven system allows for continuous learning and adaptive strategies, ensuring the measurement of both short-term and long-term outcomes.
**Key Responsibilities**
- **Executive Support**:
- Manage the Director’s calendar, scheduling meetings, appointments, and travel arrangements to ensure seamless time management.
- Prepare and organize reports, presentations, and documentation as required.
- Act as the primary point of contact between the Director and internal/external stakeholders, ensuring timely communication.
- Handle confidential information with discretion and professionalism.
- **Office Administration**:
- Ensure the office is well-maintained, organized, and equipped with necessary supplies while managing relationships with vendors and service providers.
- Monitor and track office expenses, maintaining a budget and ensuring all office-related expenses are within the approved budget.
- Implement and maintain office policies and procedures, ensuring compliance and adherence across the organization.
- **Process Improvement**:
- Track and document the implementation of new administrative processes to enhance office efficiency and productivity.
- Identify areas for improvement in office procedures, implementing best practices to streamline operations.
- Regularly review and update office policies to reflect current needs and standards.
- **Communication & Liaison**:
- Collect feedback from internal and external stakeholders to assess the clarity and effectiveness of communication within the organization.
- Ensure the Director is kept informed of important updates and action points, facilitating smooth internal communication.
- **Document and Records Management**:
- Ensure all administrative documents, reports, and records are accurately prepared, organized, and filed.
- Conduct regular audits of office records to ensure accuracy and completeness.
- Prepare and maintain a log of key office activities, deadlines, and deliverables to ensure the office operates efficiently.
**Requirements**:
- **Qualifications**:
- Relevant tertiary qualification in administration, business management, or a related field.
- Proven experience as an Office Administrator, Personal Assistant, or similar role, preferably in a dynamic and fast-paced environment.
- **Skills and Competencies**:
- Excellent organizational and multitasking skills with a keen attention to detail.
- Strong communication and interpersonal skills, with the ability to work effectively with all levels of staff and external partners.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with office management software.
- Ability to manage multiple priorities, ensuring deadlines are met and processes are completed to a high standard.
- Discretion and professionalism in handling confidential information.
- **Desirable**:
- Experience in process improvement and implementation of new office systems.
- A proven track record of providing high-quality support to senior executives.
**Application Process**:
1. Motivation letter outlining your experience in a similar role
2. Your CV **highlighting your experience** that is relevant to the job
3. Certified copies of your grade 12 certificate & qualifications
4. Certified copied of your academic transcripts
Pay: From R7 000,00 per month
Ability to commute/relocate:
- East London, Eastern Cape: Reliably commute or planning to relocate before starting work (required)
**Education**:
- Diploma (preferred)
**Experience**:
- Office Administration: 1 year (required)
- Personal Assistance: 1 year (required)
**Language**:
- English (required)
- Xhosa (required)
Application Deadline: 2024/10/23
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