Office Administrator

Position Identification
Position Title: Office Administrator
Organisation: Islamic Relief South Africa
Location: Cape Town
Reports to: National Support Services Coordinator
Purpose of Position
· To oversee and effectively manage all aspects of the national office to ensure that optimal efficiency and productivity within the daily running of the office environment.
· The Office Administrator is responsible on a daily basis, for ensuring the smooth operation of the front office and administrative functions
·
Key Accountabilities
1. FINANCE MANAGEMENT
· Support Finance Department in preparation of Financial Reports (i.e submit weekly bank and petty cash report, weekly report).
· Ensure proper communication with head office and the Finance department.
· Prepare expense forecasts, schedules, comparatives, etc. where procurement of new admin equipment etc. is being evaluated and considered.
· Track and report on monthly administrative expenditures.
· Maintain updated record of receipts & ensure all cash received is deposited.
· Ensure deposit logs are completed within required timeframes and returned to Income Controller
· Prepare necessary Procurement Request Forms, Purchase Orders and Payment Requests, whilst ensuring comparative quotes have been obtained, and upholding all relevant finance protocol and processes.
· Prepare cash send requests for relevant office petty cash, electricity and consumables requirements
· Tracking acquisition and movement of all office assets and ensuring correct documentation is in place and shared with Procurement and Compliance Officer.
· Maintain accurate records of all IN KIND DONATIONS income and distribution, in line with Finance protocol and processes
· Manage the courier portfolio – reconciling, replenishing and queries
2. COMMUNICATION
· Receives and tracks all communication for the organisation, including e-mail, phone, fax and postal mail, and transfers it to the correct departments.
· Responsible for outgoing mail, forwarding and receiving of packages and maintains mailing or contacts lists.
· Distributes memos and reminders to the office team on behalf of the Head of Department
· Receive and announce and all guests and walk-in visitors in accordance with internal requirements and appointments.
· Ensure guest sign into register at reception when entering the building.
· Act as liaison for setting up appointments for senior managers if required.
· Track meetings and the usage of the boardroom.
· Track usage of the IRSA vehicles and set up services, repairs, maintenance and insurance related processes
· Facilitate the driver’s driving and maintenance schedule
· Preparing correspondence and documentation including drafting and distribution of letters and email.
3. ADMINISTRATIVE
· Ensures all travel and other required administrative records are in place as per policy.
· Manages the “petty cash” aspect within the office and is responsible for its custody, administration and reconciliation.
· Assists with all administrative tasks for the relevant office, as requested for by office team members.
· Handles all printing and email support for team members as required and authorized by the Head of Department.
4. PROCUREMENT & LOGISTICS (Ad Hoc)
· Assist with regional requests for quotations, collect quotations and samples from suppliers for administrative goods and services required for the office and submit to the Procurement and Compliance Officer for evaluation where required.
· Assist with developing and maintaining a list of regional administrative suppliers for different goods and services.
5. ORGANISATIONAL SUPPORT
· Acts as a link for all departments thereby facilitating the smooth running of the office.
· Track, monitor and report on the organization’s IT needs and usage.
· Arranges logistical support for office and field requirements, where required.
· Maintains a database of administrative suppliers and interacts with them regularly to build and strengthen relationships in the best interest of the organization.
· Maintaining accurate records of staff whereabouts including attendance register and leave arrangements.
· Coordinating staff amenities and provisions.
· Arranging full staff meetings and arranging agenda items.
· Update daily attendance register for specific region and advise head office administrator of any absentees.
6. OFFICE MANAGEMENT
· Organizes office equipment maintenance, ensures that the office is clean and that each staff member has the necessary supplies in terms of stationery etc.
· Ensures that the office is cleaned and presentable and in good order at all times.
· Ensures that consumables are in store for the office.
· Liaises with the Head of Department to ensure that offices are well maintained and secure.
· Tracks repairs and maintenance in relation to office needs.
Key Interfaces:
· Head of Finance and Administration
· National Administrative Coordinator
· Chief Executive Officer
· Finance Team
· Fellow office administrators in the other regions
· All staff within the office
· Liaising with the heads of department for various tasks, where required
· Works closely with utility officers and other support team members
Educational Qualification:
· A bachelor degree from an accredited University with major course in Office Administration or Related field.
· including previous experiences of NGO Finance/administrator
Skills & Knowledge Required
· Excellent financial-and analytical skills
· Experience in working independently
· Excellent communication and drafting skills for effective reporting
· Have good interpersonal and communication skills in order to maintain an acceptable working relations with stakeholders
· Demonstrates the flexibility and energy that is required for a high level of self-management and awareness
· Flexible in working arrangements and adaptable to new (sometimes unstructured) and stress full working environments
· Ability to work in a team
· Competent in Advanced Excel.
· Should be good at multi-tasking
· Must pay attention to detail, concentration on all aspects of a finance task, and commitment to achieving quality results.
· Ability to work effectively in team environment
· Computer literate: highly proficient in the use of word processing software (MS Word), presentation software (MS Power Point), spreadsheet software (MS Excel), database software (MS Access), email software and knowledge management system.
· Confident and able to work on own initiative.
Key Islamic Relief Qualities Required
· It is essential that the post holder shows a good understanding and sympathy with Islamic values and principles as well as commitment to IR’s vision and mission as per below:
¨ Excellence (Ihsan):Our actions in tackling poverty are marked by excellence in our operations and conduct which are deserving of the people we serve.
¨ Sincerity (Ikhlas):In responding to poverty and suffering our efforts are driven by sincerity to God and the need to fulfil our obligations to humanity
¨ Social Justice (Adl):Our work is founded on enabling people and institutions to fulfil the rights of the poor and vulnerable. We work to empower the dispossessed towards realising their God-given human potential and developing their capabilities and resources.
¨ Compassion (Rahma):We believe the protection and well-being of every life is of paramount importance and we shall join with other humanitarian actors to act as one in responding to suffering brought on by disasters, poverty and injustice.
¨ Custodianship (Amana): We uphold our duty of custodianship over the earth, its resources and the trust people place in us as humanitarian and development practitioners to be transparent and accountable.
CLOSING DATE: COB 27 November 2024
Please forward a copy of the completed application form (available on the website), 1 page motivational letter and your CV along with a certified copy of your ID to recruitment@islamic-relief.org.za before the COB 27 November 2024
Dearest applicant, kindly consider the following:
If the requirements of the application as above, is not met, we will consider the application as incomplete and this will therefore not be accepted.
Please consider your application as unsuccessful if you are not contacted within 2weeks after the closing date.
Over and above operational requirements Islamic Relief South Africa will take into account the country’s and organisational employment equity imperatives.
Job Type: Full-time
Experience:

- Administrative office procedures, practices and equipment: 2 years (Preferred)