Administrative and Data Entry Coordinator

1 week ago

Johannesburg, South Africa SECTION27 Full time

Education
Bachelor of social sciences degree or equivalent qualifications.
Duration
Two years, with possibility of extension
Experience
Two years’ work experience.
Previous experience in office management.
Previous experience in the non-profit sector is an added advantage.
Previous experience in a legal firm is beneficial.
Duties and responsibilities
Executive Office
Managing all correspondence by identifying important and time-sensitive matters and drawing them to the attention of the appropriate person.
Prepare draft responses to correspondence and respond directly when necessary.
Conducting research as directed by the Executive Director and exco team.
Liaising with the Senior Procurement Officer on local and international travel arrangements that relate to the Executive Director and the board of directors.
Providing ad hoc support to the Executive Director as needed.
Organising and coordinating internal and external meetings, including securing venues, preparing and distributing document packs and other information, as needed.
Maintaining an efficient filing system, photocopying, archiving and other administrative tasks.
Providing support to the Board of Directors, including making travel arrangements, preparing and delivering board packs and preparing minutes of meetings.
Maintaining the confidentiality of sensitive information and exercising discretion in communicating sensitive matters internally and externally.
Taking detailed minutes in board, exco, team and staff meetings.
Fundraising and M&E Team
Preparing Section 18A certificates and acknowledgment letters for donors including communicating with donors to get any required information.
Capturing M&E data from different electronic and hardcopy sources.
Ensuring that the information that is captured is accurate and of a good standard.
**Assisting with preliminary data cleaning**: identifying missing data, inconsistencies, errors; following-up or reporting missing data or errors.
Comparing entered data with source documents and making necessary corrections to information entered.
Maintaining an effective and efficient filing system of hardcopy source documents.
Advice Office
Filing of consultations intake forms.
Capturing of advice office cases into Salesforce.
General
Attend and participate in monthly staff meetings, team meetings, as well as other meetings that relate to the work of S27.
Knowledge and skills
Proficiency in Microsoft suite (Word, Excel, Teams etc).
Experience using online data collection tools (e.g., SurveyMonkey, Google Forms, Microsoft Forms).
Good judgement and ability to trouble-shoot problems
Ability to take initiative and to work independently
Attention to detail
Some understanding of M&E processes and data capturing
Report writing skills
Personal attributes
Self-motivated
Ability to maximise input to full range of projects (dependant on current priorities)
Ability to interact with all stakeholders
Ability to work in a team
Attention to detail
Methodical and organised
Willingness to work beyond official working times when required
Willing to travel occasionally
Language
Fluency in spoken and written English
Proficiency in one or more indigenous South Africa Language is advantageous

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