Operations and Admin Coordinator

6 months ago

Cape Town, South Africa Worldwide Fund for Nature Full time

**Job Advert Summary**:
To ensure the smooth day-to-day running of the Climate Change Portfolio within Environmental Programme Unit. Implement, record and control sound financial and administration practices; and aid the Project team as and where required.

**Minimum Requirements**:

- ND in Business Administration /Secretarial / PA
- 5 to 8 years Senior Administrative and PA experience incorporating: financial administrative skills, project coordination skills, organising and planning skills, local and international travel experience.
- Proven experience in implementing and improving administrative processes and systems.

**Duties and Responsibilities**:
**DUTIES & RESPONSIBILITIES**:

- Improve systems, processes and policies in support of WWF-SA mission - specifically support better management reporting, information flow and management, business process and organisational planning.
- Support Project team with managing and increasing the effectiveness and efficiency of Business Support (HR, IT, Legal and Finance), through coordination and communication between support and Project team.
- Oversee financial systems and controls.

**Responsibilities by function**

**Financial Management**:

- Managing the day to day processing of accounts receivable and payable through coordination with Finance and Business Support and NetSuite.
- Provide financial administration support, e.g. Assist with processing travel claim forms, processing invoices, obtaining quotes, create purchase orders in NetSuite and liaising with service providers.
- Maintaining filing system of relevant project expenditure and assist with tracking income and expenditure.
- Draw monthly Trial balance and Income statements per project fund and provide this to the relevant Programme or Project Managers.

**Organisational requirements**:

- Coordination of submissions through the Project Approval Process namely Design & Planning, Endorsement and Project Administration Team (PAT) meetings, specifically relating to approvals of new projects, project amendments, disbursements contracts and disbursement amendments including time extensions, budget reallocations and cost recoveries for Project team.
- Rotational third spotter for Project Administration Meeting. Assist with drafting the PAT minutes and agenda on a rotational basis (once or twice a year).

**Project Coordination**:

- Assist Project team with coordinating income and disbursement agreements and the execution thereof.
- Assist Project team in ensuring they meet their donor reporting by tracking income, report deadlines and notifying them accordingly.
- Assist Project team with creating funding proposals, new grants, and new project numbers in NetSuite.
- Assist Project team with keeping funding proposals, grant and existing project records updated.
- Assist Project team with capturing and maintaining contact records on NetSuite.

**Administration**:

- Assist the Project team with day to day administration duties.
- Drafting of project disbursement contracts and addendums.
- Drafting of calling of funds as per the income agreement dates and monitoring that income is allocated to the correct project.
- Ensure that electronic & paper filing of signed a) contracts, b) Invoices & payments, c) Reports & d) Correspondence is kept in order and up to date.
- Travel arrangements (national & international) for Project staff and third parties when required.
- Process the Project staff travel and other expenses as well as kilometer claims, following up with finance and keep records thereof.
- Assist the Project team in coordinating meetings, events & workshops with major partners, including distribution of invitations, venue sourcing and booking, finalising dates, travel arrangements, managing RSVP list, arrange catering and any administrative requirements.
- Abide and guide the Project team to follow processes and procedures within the organisation.
- Manage financial administration (invoices, payment tranches etc.) for income, disbursement projects and events.
- Provide backup assistance to the Project & Administration Manager - Environmental Outcomes as and when required.
- Provide backup assistance to the Programme Coordinator supporting Climate and Circular Economy Portfolios.
- Update and input CPM data for Project team as and when required.
- Gather information for organizational reporting and auditors as and when required.
- Provide support / training where necessary.

  • Operations and Admin Coordinator

    8 months ago

    Cape Town, South Africa Mason Consulting Services Full time

    **Operations and Admin Coordinator (Cape Town - Hybrid)** Mason is seeking a dynamic talent to join one of portfolio companies, which operates in the consumer retail sector in South Africa. This position offers an exciting opportunity to contribute to the growth and success of a supplier of hair care and other consumer goods in South Africa, with expansion...

  • National Admin Coordinator

    8 months ago

    Cape Town, South Africa Staff Unlimited Recruitment Full time

    National Admin Coordinator **Job Overview**: This position involves overseeing administrative tasks related to operations, coordinating communication between different locations, and ensuring compliance with company policies and procedures. The coordinator will work closely with the Operations Manager, showrooms/ stores, and other stakeholders to streamline...

  • Administrative Operations Coordinator

    2 months ago

    Cape Town, Western Cape, South Africa The Building Company Full time

    Job SummaryThe Administrative Operations Coordinator will be responsible for performing general admin, creditors, and HR administration duties as well as relief cashier and reception duties when necessary.

  • Reservations & Admin Coordinator - Luxury Property

    8 months ago

    Cape Town, South Africa HotelJobs.co.za Full time

    Kendrick Recruitment is currently seeking a detail-oriented and organized Reservations & Admin Coordinator to join our esteemed client's Collection of guesthouses and apartments in Cape Town. About the Company: Our client, a leader in the hospitality industry, boasts a Collection of guesthouses and apartments known for their exceptional service and unique...

  • Visa & Admin Coordinator

    7 months ago

    Cape Town, South Africa Believe Resourcing Full time

    **Our client** Our client creates world-class sustainable solutions for leading players in the oil and gas, wind energy, marine, and infrastructure industries worldwide. They are a trusted global partner with 25 years of experience and have worked on more than 600 assets globally. With a focus on Health, Safety, Environment, and Quality (HSEQ), they are...

  • Dispatch and Admin Coordinator

    3 months ago

    Cape Town, South Africa Time Personnel Full time

    **Job Overview**: **Date Posted**: Posted 20 hours ago- **Location**: Cape Town, Western Cape- **Job Title**: Dispatch and Admin Coordinator- **Education Level**: High School / Matric- **Job Level**: Intermediate- **Minimum Experience**: 3 - 5 Years**Dispatch and Admin Coordinator - Maitland, Cape Town.**: Have you worked in a manufacturing environment where...

  • Junior Operations

    6 months ago

    Cape Town, South Africa Mason Partners Full time

    **6-Month Contract - Potential for Permanent Hire Based on Performance** Mason is seeking a dynamic talent to join one of portfolio companies, which operates in the consumer retail sector in South Africa. This position offers an exciting opportunity to contribute to the growth and success of a supplier of hair care and other consumer goods in South Africa,...

  • Visa & Admin Coordinator

    6 months ago

    Cape Town, South Africa Believe Resourcing Full time

    **Our client** Our client creates world-class sustainable solutions for leading players in the oil and gas, wind energy, marine, and infrastructure industries worldwide. They are a trusted global partner with 25 years of experience and have worked on more than 600 assets globally. With a focus on Health, Safety, Environment, and Quality (HSEQ), they are...

  • Admin Controller

    2 months ago

    Cape Town, South Africa Heineken International B.V. Full time

    We Go Places! How about you? Immediate Superior: Sales Operations Manager Location: Cape Town Function: Commerce Sub Function: Sales Type of Contract: Permanent Reference Number: 123717 Closing Date: 01/11/2024 1. Purpose of the job To manage and oversee the administrative functions and operational support for Sales Operations. This includes optimizing...

  • Admin Assistant

    6 months ago

    Cape Town, South Africa Smollan Full time

    Are you organized, detail-oriented, and adept at multitasking? We are seeking a reliable and proactive **Administrative Assistant** to join our team and support our daily operations. As an integral part of our team, you will play a crucial role in ensuring smooth administrative processes and contributing to our overall efficiency. **As an Admin Assistant,...

  • Admin Specialist

    6 months ago

    Cape Town, South Africa HR Talent Partner Full time

    **Job Overview**: **Date Posted**: Posted 5 hours ago- **Location**: Cape Town, Western Cape- **Job Title**: Admin Specialist- **Salary**: R19,000- **Education Level**: Bachelors Degree- **Job Level**: Intermediate- **Minimum Experience**: 3 - 5 Years**Admin Specialist required for a vacancy in Cape Town.**: A well-established Accounting Firm is looking for...

  • Admin Specialist

    6 months ago

    Cape Town, South Africa HR Talent Partner Full time

    **Job Overview**: **Date Posted**: Posted 1 month ago- **Location**: Cape Town, Western Cape- **Job Title**: Admin Specialist- **Salary**: R19,000- **Education Level**: Bachelors Degree- **Job Level**: Intermediate- **Minimum Experience**: 3 - 5 Years**Admin Specialist required for a vacancy in Cape Town.**: A well-established Accounting Firm is looking for...

  • Operations Coordinator

    2 weeks ago

    Cape Town, Western Cape, South Africa IOCO Full time

    Role OverviewWe are seeking an experienced Operations Coordinator to join our team in Cape Town.About the RoleThis is an exciting opportunity for a skilled professional with strong background in procurement or risk management to optimize processes and achieve cost savings.Key ResponsibilitiesManage vendor relationships, negotiate contracts, and optimize...

  • Learning and Development Coordinator

    3 months ago

    Cape Town, South Africa Games Global Operations Limited Full time

    Overview: We are seeking a dynamic Talent Coordinator to join our global team. In this role, you will provide essential support and coordination, contributing to the development of a vibrant talent ecosystem. Your efforts will help foster a culture where potential is nurtured, and excellence is realized across our organization. If you are passionate about...

  • Warehouse Operations Specialist

    4 weeks ago

    Cape Town, Western Cape, South Africa Agrimark Operations Limited Full time

    Agrimark Operations Limited is a growth-focused business and subsidiary of KAL Group Ltd, listed on the Johannesburg Stock Exchange (JSE). Our company operates across 100 locations in South Africa and has a growing e-commerce presence. We offer high-quality farming supplies, solutions, and retail products to our diverse customer base.Job SummaryWe are...

  • Warehouse Operations Coordinator

    1 month ago

    Cape Town, Western Cape, South Africa Status Staffing Full time

    About the Role:The Warehouse Administration Specialist will be responsible for managing the day-to-day operations of the warehouse. This includes booking of transport, timeslots, and deliveries, as well as managing warehouse equipment and consumables.Key Responsibilities:Manage inventory stock takes and figuresHandle all inter branch transfers of...

  • Marketing Operations Coordinator

    6 days ago

    Cape Town, Western Cape, South Africa West Coast Personnel Full time

    West Coast Personnel is seeking a skilled Marketing Admin Assistant to support their Account Executives with administrative tasks, quote management, and office duties.Key Responsibilities:• Assist Account Executives with day-to-day administrative tasks.• Obtain and manage quotes from suppliers.• Coordinate and manage filing systems, both physical and...

  • Business Operations Coordinator

    2 days ago

    Cape Town, Western Cape, South Africa The Legends Agency Full time

    **Job Title:** Business Operations CoordinatorWe are seeking a highly organized and detail-oriented Sales Admin Assistant to join our team at The Legends Agency.Company Overview:The Legends Agency is a leading Sales & Marketing, through-the-line brand-building company that acts as a premier partner for snacks, confectionery products, and convenience meals in...

  • Financial Operations Coordinator

    3 weeks ago

    Cape Town, Western Cape, South Africa People Dimension Full time

    Job Title: Financial Operations CoordinatorJob OverviewWe are seeking a highly organized and detail-oriented Financial Operations Coordinator to join our team at People Dimension.The successful candidate will be responsible for providing administrative support to the finance department, ensuring the smooth operation of financial processes, and maintaining...

  • Admin Coordinator

    6 months ago

    Cape Town, South Africa Chainlink Recruitment Full time

    We are urgently looking for a Branch Admin Coordinator in **Blackheath, Cape Town** for permanent positions Grade 12 Certificate or NQF equivalent Relevant accounting tertiary qualification 3-5 Years experience in same or similar position and manufacturing environment JDE knowledge Computer literate (MS office suite) **Accounts Administration and...