Adonis Musati Project New Job Position

The Adonis Musati Project (AMP) is a nonprofit organisation, which was formed in 2007, to assist the vulnerable asylum seeker and refugee populations in Cape Town. Since then it has developed several successful community-based psychosocial programmes including victim empowerment groups to assist marginalised groups of people including survivors of sexual and gender based violence to self-advocate and become agents of change in their communities.

Job Title: Office Administrator
Job Location:  Cape Town

This is a full-time position

The purpose of the position is to deliver a range of coordination, administration and other support services to our community based teams, office staff, clients and other stakeholders.

Responsibilities:

• Facilities Management, support core services/processes of the building and premises
• Manage office supplies and equipment, ensuring orders are timeously placed to avoid stock shortages or operational disruptions
• Deal with external contractors, obtaining quotes, maintaining a preferred suppliers list and adhering to procurement policies
• Manage cleaners schedule, replenishing cleaning supplies, overseeing waste disposal and recycling processes
• Event planning and co-ordination including graduations and AGM
• Coordinate resource and material packs for community-based teams
• Ensure basic health and safety requirements are met
• Provide basic IT support service to users – troubleshooting, installing software, running updates, ensuring backups are completed, liaising with external IT service providers

Financial Administration

• Issue and reconcile operational advances to staff members on a regular basis
• Manage multiple petty cash boxes and maintaining suitable records for outgoing expenses and ad hoc receipts in accordance with strict donor requirements
• Accurate recording and coding of expenses
• Work with finance manager to manage petty cash levels, completing petty cash requisitions, cash forecasting and investigating variances
• Issue social assistance vouchers, inventory management and working closely with social workers to forecast requirements
• Develop and maintain relationships with new donors and partners to secure donations in kind and maintaining existing relationships with current partners
• Assist finance department in maintaining fixed asset registers

General administration

• Monitor and manage general email account, receive and distribute mail
• Meetings support (staff meetings, other team meetings, AGM) – coordinating arrangements, ensuring meeting invites are sent, generating minutes for circulation, delivering other meeting requirements
• Coordinate intern and volunteer arrangements
• Coordinate reception staff and reception relief schedules
• Ad hoc filing and archiving when required
• Provide general administrative support to the Director in terms of staff welfare
• Coordinate daily and weekly data collection for input by data capturers
• Assist with social media and website content

Requirements:

• Three to five years’ relevant work experience
• Driver’s license and own transport
• Computer literate and competent Microsoft Office user (Excel skills will be tested in interview)
• Verbal communication and written skills
• An ability to prioritise, plan and organise work whilst in a busy environment
• Attention to detail
• General administration and basic financial skills
• Understanding of budgets and cost control
• IT helpdesk/end user support experience or training/education coordination experience advantageous
• Prior experience in the NPO sector and working with migrants and refugees
• Understanding of websites / CMS and social media channels
• A pro-active approach, ability to anticipate needs and deliver the required support
• Organised and structured, yet flexible when scheduling changes are necessary
• A willingness to learn new skills and to deliver work outside of own job scope
• Flexible in terms of working hours as required to meet the needs of the Project (some after hours and Saturday mornings may be required)
• Enthusiastic and a passion for the Adonis Musati Project’s mission
• A professional and resourceful style, the ability to work independently and as a team player, to take initiative, and to manage multiple tasks and projects at a time
• Ability to work under pressure
• Mature disposition
• Presentable and professional with a good telephone manner
• Ensuring all tasks completed within deadlines and be accountable to make things happen

To apply, submit your CV to [email protected] put ‘Office Administrator’ as the subject for your application.

When applying please put your intro/cover letter in the body of the email and include the following information:

• Up to date CV
• Why you would be interested in this role
• If you do not meet the Basic requirements, please let us know why you think we should consider you for this role
• Current salary or salary expectation

Application Deadline: 9th July, 2018.