Office Administrator

1 week ago

Pietermaritzburg, South Africa TB HIV Care Full time

**Job Advert Summary**:
**Purpose of the position**:
To provide a professional and effective administrative and reception service to managers, staff of TB HIV Care and external stakeholders.

**Minimum Requirements**:

- Degree/Diploma in Office Management/ Bookkeeping/Human resource management;
- 2 years admin/office management experience.
- Computer literate (MS Office)
- Valid code 8 driver’s license and own vehicle

**Duties and Responsibilities**:

- Welcome all visitors politely, promptly and professionally as they arrive at the office
- Confirm appointments and inform relevant staff member of their arrival
- Direct visitor to relevant person when necessary
- Direct calls to relevant staff member
- Ensure that relevant staff members receive their messages promptly
- Ensure that the reception area is always neat, presentable and welcoming at all times
- Attend staff and team meetings
- Prepare boardroom and take minutes for meetings
- Circulate meeting minutes in an efficient and timeously manner.
- Type up documents, collate and distribute when required in a proficient and professional manner.
- Ensure there’s a printed copy of staff register at reception to be signed on a daily basis by staff.
- Before any items can be bought, there’s a need to get 3 quotes before approval can be given to purchase anything.
- Ensure that all equipment in the reception area is kept in good working order and maintained serviced when required.
- Ensure that all materials are kept in the correct storage place, and that there is sufficient stock of all materials.
- Ensure that all staff complete acknowledgement of receipt form for assets taken.
- Ensure that staff return assets when they resign
- Inspect vehicles monthly and compile monthly reports.
- Conduct petty cash analysis and reconcile and submit to Site Coordinator firstly for approval/review before submission to Finance by end of each week.
- Assist with the coordination of training
- Collate and forward all HR and related forms to the HR
- Assist with providing performance related information including reviews, job descriptions, etc. and coordinating logistics, documents, appointments, etc.

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