Administrative Assistant

2 hours ago

Cape Town, South Africa Nalibali Trust Full time

Nal’ibali’s mission is to spark a love of stories, build language and literacy skills, and promote a lifelong reading culture in homes, schools and communities across South Africa. Our work transforms communities into learning spaces whether in the homes, centres, schools and community spaces children get adequate opportunities to read and engage with enticing content, stories.

Nal’ibali is looking for a highly organized Office & Administrative Coordinator to provide efficient office support, coordinate logistics, manage inventory, and assist with internal communications. The role is integral to ensuring smooth day-to-day operations and supporting Nal’ibali’s mission to promote literacy across South Africa.

**Role and responsibilities**:
**Office & Administrative Support**
- Ensure foyer and reception areas are orderly and staff do not idle unnecessarily
- Assist with planning and logistics for events, training sessions, and workshops.
- Provide on-the-day support at key Nal’ibali events.
- Maintain schedules and assist with administrative workflows.
- Ensure the smooth running of day-to-day office operations.
- Provide support to teams as needed to facilitate office efficiency

**Travel & Logistics**
- Collaborate with service providers to arrange travel bookings, accommodation, and itineraries.
- Support processing of travel per diems, claims, and reimbursements.
- Process internal requests and payments for travel and accommodation invoices.
- Maintain accurate travel and logistics records.
- Provide guidance to staff on travel procedures and requirements.
- Coordinate last-minute travel adjustments and resolve travel-related issues.
- Assist with budgeting and cost-tracking for travel arrangements.

**Warehouse & Office Inventory Management**
- Oversee and manage office supplies, such as stationery, kitchen/refreshment stock, and cleaning materials.
- Monitor and replenish office resources and supplies proactively, based on usage patterns and anticipated demand.
- Assist with receipt, storage, and dispatch of reading materials and resources to provincial and field staff.
- Maintain accurate stock records and conduct regular inventory counts.
- Ensure warehouse and storeroom areas are safe, clean, and organized.
- Support stock audits and resolve discrepancies.

**Communications & Internal Coordination**
- Distribute internal memos, announcements, and event invitations.
- Prepare basic presentations, meeting packages, or minutes as required.
- Facilitate communication between departments and staff.
- Assist with internal reporting and documentation.
- Support coordination of internal events and team meetings.

**Financial & HR Support**
- Provide ad hoc support to finance with processing invoices and payment requests.
- Assist with onboarding logistics including welcome packs, desk set-up, and documentation.
- Help schedule interviews and training sessions.
- Support HR and finance teams with administrative workflows.

**Requirements (Qualifications, skills and experience)**:

- Matric / Grade 12 (essential); post-secondary qualifications in Office Administration, Business Administration, or a related field (advantageous).
- 3-5 years’ experience in in office administration, coordination, or related roles.
- Proficiency in MS Office 365 (Word, Excel, Outlook, PowerPoint).
- Fluency in written and spoken English; proficiency in at least one other South African language.

Work Location: In person

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