Adonis Musati Project New Job Position

Posted on :

5 Jul, 2018

Category :

Administrative Jobs in South Africa

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.

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