Job Description

Work Description

To manage and coordinate all administrative functions and staff-related activities within the Department as well as establish and maintain appropriate recording and reporting systems within the Department.

Technical Work Responsibilities

• Coordinate and execute office administration
• Coordinate the planning of events
• Coordinate financial and procurement activities, and related tasks
• Coordinate travel and other activities
• Coordinate the visitors programme
• Liaise with external and internal stakeholders
• Supervision of subordinates

Duties:

• Coordinate, collaborate and liaise with all internal and external stakeholders when necessary towards the achievement of Company goals
• Provide support and assistance to all Company staff
• Liaise with all relevant stakeholders to advertise and organise successful training events in the training and communications sub-divisions

• Prioritise all administrative functions and their timely and accurate completion
• Develop and implement appropriate administrative systems within the Company
• Develop and implement appropriate recording and reporting systems with the Company
• Develop, maintain and distribute the work calendar to all relevant stakeholders and Company personnel
• Coordination of meetings, booking of boardrooms, taking of minutes and distribution of minutes
• Draw reports on a weekly and monthly basis and when a special request is raised
• Compilation, printing and distribution of communications, materials and tools
• Liaise with ICT to confirm content on the intranet and internet are developed and maintained
• Support management with administrative functions
• Support administrators, office managers and district teams

• Assist in organising events within the Company including administrative functions, communication and implementation
• Coordinate all travel and related reimbursements for the Company and stakeholders

• Manage the petty cash of the Company
• Oversee and coordinate all procurement and invoicing processes
• Obtain and compare quotes for cost effectiveness

• Liaison with visitors (Funders, International Visitors, Monitors, Stakeholders etc.)
• Draw up visitor programmes/itineraries
• Coordinate travel arrangements, transport and accommodation

• Coordinate and supervise administrators in the Company directly and indirectly through planning, scheduling, evaluating and feedback
• Oversee that appointed sub-ordinates are developed in the best administrative practices and the use of the intranet
• Comply with all safety policies, practices and procedures according to prescribed legislation

• Report all unsafe activities to Senior Management/Human Resources
• Participate in proactive team efforts to achieve departmental and company goals

Education

• Grade 12
• Appropriate Post Matric Qualification

Advantageous

Relevant Degree/Advanced Diploma in Communication or Business Administration

Experience

• 2 yearsxe2x80x99 experience in a Senior Administrator/Coordinator/Communications Officer position
• 5 yearsxe2x80x99 administration experience
• 2 yearsxe2x80x99 experience in managing people and/or projects

Requirements

• Understanding of HIV/Aids and TB
• Valid Driverxe2x80x99s Licence
• Own Vehicle
• Advanced computer and software skills including electronic mail, record keeping, routine database activity, Word, EXCEL, PowerPoint etc.
• Minimal overnight travel (up to 10%) by land and/or air
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals
• Ability to write routine reports, summary key discussion points and action points and general correspondence as required
• Ability to coordinate and schedule meetings with relevant stakeholders
• Ability to manage files and folders on Teams for ease of access and knowledge management
• Ability to speak effectively before groups of external stakeholders or employees
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form e.g. procurement and travel coordination
• Ability to deal with problems involving several concrete variables in standardized situations

The Aurum Institute