Administration Officer

4 months ago

Pretoria, South Africa Corpedia Full time

**Introduction**

We are currently recruiting for a qualified and experienced Administration Officer in our dynamic department.

The purpose of the Administration Officer is to provide administrative support in the operations and delivery of the team including the general coordination of projects, events, service providers and travel arrangements. The role includes the management of the departmental Knowledge Hub and Database as well as record keeping and storage.

**Duties & Responsibilities**

**Department Coordination and Administrative Support**
- To assist with the coordination and preparation of meetings, workshops, trainings, and conferences by coordinating all logistics, interpretation/translation, travel, venue, catering, technology, document distribution and attendee requirements by the deadline
- To coordinate travel arrangements in compliance with the travel policy by receiving travel requests, identifying travel special needs, communicating, and coordinating the bookings as and when required
- To secure required travel documentation by receiving list of required information from travel agent, advising travellers, following up and submitting travel documentation by deadline
- To verify travel invoices and receipts by collecting all travel documentation, checking. Resolving queries and submitting for approval and payment within the month’s payment cycle period
- To develop and maintain mailing lists by reviewing, verifying and adding new details as required.
- To maintain the divisions calendar by collating information, drafting calendar, scheduling in diaries, amending and updating as required and by deadlines
- To coordinate and schedule meetings by sourcing meeting rooms, coordinating catering and receiving and implementing requests on a daily basis
- To provide general project administrative support to facilitate the effective delivery of projects by compiling documents, following up on project activities and responding to requests daily and as required
- To complete all filing by receiving documents, sorting and filing accurately as required daily
- To design and prepare presentations when required by receiving presentation content, drafting presentation in line with company branding templates and specifications and submitting within deadline
- To compile reports by gathering information, collating and submitting in the approved format by deadline
- To complete general administrative tasks within the team working on the engagement with member countries and partners, in particular with managing regular and electronic mail, responding to routine enquiries and correspondence, and carrying out appropriate research to update contact lists etc. as
- To provide administrative support by receiving request, completing and submitting by deadline

**Project/Programme Administration**
- To prepare and maintain project/programme files by opening files, collecting all relevant documentation and updating with meeting minutes, reports and any other relevant documentation weekly and as required
- To prepare relevant project/programme documentation by sourcing inputs from Project/Programme Management and Participants, drafting and submitting for review and signoff as required
- To collate project/programme report inputs by collecting and collating information, completing reporting templates and submitting for review and approval monthly and as required

**Record Keeping and Storage**
- To maintain the filing system for projects and the division by establishing the filing requirements, developing the hard copy files and the electronic copy filing system and developing a filing register.
- To put in place a system for the receipt of all documents and to track all documents, reports and other relevant information that requires filing, developing an electronic copy, capturing into the filing register and filing the electronic and hard copy documentation and prepare weekly basis
- To report on the filing system by undertaking a review of the filing register and associated filing systems, identifying any missing documents or information, tracking the status of the documentation and submitting the report to management for action on a monthly basis
- To manage the filing system and access to documents in line with POPIA and other confidentiality compliance requirements by ensuring the perusal of documents is conducted in a manner according to the stipulations of the Acts each and every time a document is accessed

**Minimum Requirements**
- ISCED 5 (NQF 5) in Office Administration qualification or similar
- Project Administration qualification or similar
- 1 year programme management experience
- At least 2 years' experience in office coordination and administration including organising missions and conferences
- Experience working for an international organisation that engages with stakeholders across borders
- Fluency in English is a must, ability to communicate in Portuguese, Arabic and/or French is an advantage

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