Nina Manzi Administrator

**Scope of Work**:
**1.1** **Receptionist and Staff Supervision**:

- Oversee the greeting and assistance of clients as they enter the Nina Manzi facilities, answering questions, and providing information about services.
- Ensure the accuracy and maintenance of records of clients and service provided.
- Supervise Nina Manzi cleaning staff in their duties.
- Train the facilities’ staff to communicate with clients in a respectful and non-judgmental manner to build trust and rapport.
- Be the primary contact for external parties inquiring about Nina Manzi.
- Ensure compliance with health and safety regulations by cleaning staff.
- Oversee the collection of client complaints and escalation to the Project Manager.
- Monitor program operating procedures and provide feedback to the Project Manager.
- Support staff development on use of data management systems and tools. (Proficiency in Microsoft Office Suite and database management).
- Compile a daily and weekly data collection report through Salesforce.

**1.2** **Inventory and Stock Management**:

- Collaborate with cleaners to produce weekly inventory stock taking.
- Receive and issue stock and materials, ensuring that the process includes the signing of documents when materials are being received/released.
- Report back on weekly stocktaking.
- Conduct a detailed stocktake once every month and compile a report.
- Reconcile vouchers submitted by clients on a daily, weekly and monthly basis.
- Compile weekly/monthly list of consumables/stock and submit to the Project Manager for authorization of procurement.
- Manage and compile an order sheet for office supplies, ensuring adequate stock levels are maintained. Sheet to be submitted to the project manager for approval of purchase.
- Implement cost-saving measures to reduce inventory waste and improve overall efficiency.

**1.3 Staff Attendance and Scheduling**:

- Maintain accurate records of staff attendance, sick leave, and other relevant information.
- Set up and manage time sheets, ensuring that cleaners sign in and out and notify when they go on a break.
- Monitor the facilities’ work schedule to ensure that only one person can go on lunch and tea at a time, so that the facility remains open.
- Communicate with cleaners about clients' needs.
- Oversee the collection of staff complaints and escalate them to the Project Manager.

Ability to commute/relocate:

- Cape Town, Western Cape: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- Administrative office procedures, practices and equipment: 5 years (required)

Application Deadline: 2023/05/15
Expected Start Date: 2023/06/01