Collections Logistics Coordinator

2 weeks ago

Cape Town, South Africa Zeitz Museum of Contemporary Art Africa Full time

***

Reporting to the Registrar, the main purpose of the Collections Logistics Coordinator role is to provide administrative support to Zeitz MOCAA’s Registrar and Assistant Registrar primarily in the following areas: Logistics, Collections and Rotating exhibitions.

**KEY RESPONSIBILITIES / ESSENTIAL DUTIES**

***Logistics**
- Populate and manage the information on the shipping logs
- Use shipping log to co-ordinate with shipping agents
- Obtain quotes, book, and monitor collections
- Monitoring of artwork handling by the installation crews, and Production Assistants during installation and de-installation

**Rotating Exhibitions**

Provide additional support with the processing of rotating temporary exhibitions:

- Drafting of report templates, lists, updating locations
- Assisting with artwork inspections
- Digitizing reports and archiving of inspection images

**General Office Administration**
- Assist the Registrar, Assistant Registrar and Collections Admin Assistant with exhibitions and loans in all duties
- Support with the completion of condition reporting for all incoming and outgoing artworks
- Determine whether damage or deterioration to objects has occurred while in transit or while on display
- Appropriately reporting if any damage or deterioration has occurred to artworks
- Support the drafting of loan paperwork for the processing of all incoming and outgoing loan requests in consultation with the Registrar and Assistant Registrar
- Perform general administrative duties such as filing, copying, running errands, and general data entry as it relates to temporary exhibitions
- Complete special projects and basic research as assigned
- Complete all other duties as assigned within the scope of responsibility and skill required for the job

**Collections Care**
- Handling of artworks on loan and permanent collections
- Support the Assistant Registrar and Collections Store assistant with the drafting of collection, delivery notes, inspections, condition reports etc. as instructed by the Registrar.
- Assist the Assistant Registrar with the monitoring of conditions of environment and artwork in galleries
- Assist the Assistant Registrar with the completing of weekly reports
- Work closely with the Collections Admin Assistant in updating the locations of artworks on the database and when in transit
- Assist with the annual inventory of the permanent collection and temporary loans

***Transportation**
- Support Registrar team in the monitoring of artwork handling by the installation crews, Production Assistants, and Assistant Preparator during installation and de-installation
- Support the Registrar team with the maintenance of art storage room, to ensure that art is stored correctly
- Support the Registrar team storage areas to ensure the safety of the art, including cleaning and regular inspection
- Keep work spaces well organized, well supplied, and inform the Registrar of any equipment that needs to be procured

**Database / Archive**

**MuseumPlus**:

- Data capture onto database
- Support the Assistant Registrar in the development of new templates for the database as instructed by the Registrar
- Assist with the troubleshooting for staff

**Archive**:

- Ensuring all hard copy documents are archived onto the Shared Drive
- Ensuring all inspections images, manual delivery/collection notes has been archived onto the drive

***REQUIREMENTS**

***QUALIFICATIONS AND EXPERIENCE**
- Completed undergraduate degree, such as a Bachelor of Arts (BA) in art history, museum studies, cultural heritage studies, archaeology, visual culture, or an equivalent qualification
- Minimum of 2 years’ experience working within a cultural context and;
- Minimum of 1 years’ experience within administration/data capture/ cataloguing context
- Experience working with a museum database program, such as MuseumPlus, File maker, TMS or EmbARK
- Able and willing to work extended hours and days when operationally required
- Medically fit experiencing no difficulty with walking, hearing, eyesight, climbing steps or entering confined spaces with no fear of heights
- HSE certificate and training

**SKILLS AND ABILITIES**
- Strong administration, coordination, and attention to detail skills, with a methodical approach
- Excellent verbal and written communication skills and ability to communicate effectively with internal and external stakeholders at all levels
- Excellent research skills
- Ability to work independently and deliver work within the agreed timeframes
- Effective, level of complex problem-solving skills
- Good teamworking and cross functionally
- Highly responsible, trustworthiness and ethical
- Ability to work under pressure and is resilient

**KNOWLEDGE**
- Knowledge of principles and procedures of Collections Management filing and record keeping
- Knowledge of art collections, handling and storage
- Knowledge of data systems

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