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Administration Manager

1 month ago

Stellenbosch, South Africa Pebbles Project Full time

**The Pebbles Project Trust seeks to employ an Administration Manager to be based in Stellenbosch.**

**Requirements**:
Preferably a BA, BS or Diploma in Administration, Change Management, Organisational Development, or related field.

3+ years’ work experience will be advantageous

Relevant tertiary qualification in Education, Social Sciences and Psychology

A minimum of five years working experience in the NPO sector

Fluent in written and spoken Afrikaans and English

Must have a valid driving licence and own reliable transport

Must be prepared to obtain a code 10 driving license and drive a passenger vehicle

Advanced computer skills

Ability to pay attention to detail

Ability to plan and prioritise work

Strong interpersonal and communication skills.

Strong problem-solving skills.

Proven Leadership: a demonstrated ability to lead team members and get results through others.

Working hours are Monday to Friday from 08h00 - 17h00.

Must produce a clear criminal certificate before commencement of employment

**Critical areas**:

- **Organisational Management**:

- **Fleet and Logistics Management**:

- **Centre Registration Management**:

- **Staff Management**:

- **Monitoring and evaluation**

**ORGANISATIONAL ADMINISTRATION**
- To liaise with farm representatives and owners regarding farm contracts and memorandums of understanding.
- To oversee, collate and distribute the monthly dashboard, administrative calendars, farm progress reports, partner farm data and beneficiary management systems.
- To assist with website updates when required.
- To maintain records of partner organisations.
- To manage the Google Drive system.
- To oversee centre renovations and maintenance.
- To manage the inventories in the organisation (in consultation with the Programme Managers, Service Managers and Area Managers).
- To oversee the management of Health and Safety in the organisation, including the centres.
- To identify organisational needs and develop comprehensive solutions to increase team and organisation effectiveness.
- To maintain the administration policies and procedures.
- To coordinate volunteers and interns assigned to the administration department.
- To oversee renovations and maintenance at the offices when needed.
- To manage all assigned admin related budgets and travel expense claims.
- To assist the Financial Manager with managing the contracts with admin related service providers.
- To perform any additional duties, as requested by your line manager or senior management.

**FLEET AND LOGISTICS COORDINATION**
- To manage the organisation's fleet of vehicles, including licensing and maintenance.
- To follow-up on the weekly vehicle inspections done.
- To manage transport for all training and programme-related activities and to coordinate the driving schedule.

**CENTRE REGISTRATION MANAGEMENT**
- To assist the Chief Administrative Officer with DSD reports, registrations or any other relevant DSD (Department of Social Development) documentation as requested by the Chief Administrative Officer (CAO)/DSD. This includes collecting supporting documentation to complete Schedule A, B and D.

**STAFF MANAGEMENT**
- To manage and support direct reports (IT team, Office Managers and Stellenbosch drivers) including onboarding, managing performance and developing staff capability through mentoring and training.

**MONITORING AND EVALUATION**
- To assist the Chief Operations Officer/Chief Administrative Officer and the Programme Managers with the collection of relevant and appropriate data and recording on the management system.

**Protecting babies, children and young people from child abuse and neglect is integral to the work of the Pebbles Project**

Ability to commute/relocate:

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