Office Administrator: Global Fund Tb Programme

12 hours ago

Amatole Eastern Cape, South Africa TB HIV Care Full time

**Job Advert Summary**:
**Purpose of the position**:
The role of this position is to provide a professional and effective administrative and reception service to managers and employees of TB HIV Care and external stakeholders

**Minimum Requirements**:

- Grade 12 qualification, or equivalent
- Certificate / diploma in office management or related qualification
- Minimum of 2 years’ experience in administration and/or project management
- Basic bookkeeping skills
- Computer literate in MS office
- Excellent organisational and administration skills, with a particular emphasis on attention to detail
- Proficiency in English and isiXhosa languages
- Valid code 8 driver’s licence
- Good verbal and written communication skills
- Clear criminal record

**Duties and Responsibilities**:

- Prepare boardroom and take minutes for meetings
- Circulate meeting minutes
- Type up documents, collate and distribute
- Maintain an efficient filling system
- Ensure that all equipment in the reception area is kept in good working order
- Ensure that all materials are kept in the correct storage place
- Remain aware of stock levels of stationery, books leaflets, and order as required
- Ensure that outgoing mail is prepared for posting
- Maintain fixed assets register
- Ensure maintenance of all assets
- Do monthly assets audit
- Analyse vehicle tracker trip logs and compile summary weekly reports
- Inspect motor vehicles, and compile monthly reports
- Ensure that all motor vehicles tracker systems are in working order
- Facilitate service of all motor vehicles
- Obtain quotes for suppliers and submit to finance department for authorisation
- Conduct petty cash analysis and reconcile
- Prepare invoices for payment
- Submit monthly financial analysis to office / finance manager
- Collate and forward all human resources (HR) and related forms to the HR department, including leave forms, signed contracts, timesheets
- Assist assistant programme manager with providing performance related information including reviews, job descriptions, etc. and coordinating logistics, documents, appointments, etc.
- Assist with the coordination and requests of training
- Submit monthly training statistics to assistant programme manager and training department

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