Afrika Tikkun Current Job Opening

Afrika Tikkun is an international nonprofit organisation that provides education, health and social services to children, youth and their families through centres of excellence in South African Townships. Its aim is to empower communities to develop new generations of productive citizens.

Job Title: Administrator
Job Location: Hyde Park, Johannesburg
Report to: HOD Partnership and Marketing

The purpose of this position is to oversee the Administrative strategy and implementation of the organisation. Support the Fundraising / Sales and Marketing Department in harnessing, developing, sharing and effectively using departmental data, learning and knowledge to improve department-wide activities, current practice and future developments. This role is expected to visibly demonstrate our values through being: ambitious, respectful and fearless across their work. Over and above, to manage and provide administrative and sales support to all divisions in the Development Department.

Responsibilities:

Retention

• Send Thank You Letters
• Send Section18A Certificates
• Send ATS Acknowledgement Letter
• Manage the report writing process across all AT NPC and ATS Clients
• Edit reports and ensure they meet the standards of the organisation in terms of content, tone and the Child Protection Policy
• Manage the tracking of reports sent from the report writer to be sent out by the fundraiser within 2 days of receiving it
• Maintain accurate filing of funding contracts in hard copy
• Use an automated system to recognise donor birthdays and special religious and other occasions to send targeted messages to donors
• Load all Donations in Kind, identify which qualify for Sec18As and submit to Finance, and file accordingly

Organisational Documentation

• Ensure that key organisational documentation is updated timeously and available in hard copy, on the Server, and on Salesforce and that all staff know where to find it
• Database management, monitoring and implementation (Salesforce)
• Ensure monies banked equals funds banked on Salesforce
• Only bank funds on Salesforce if they meet the requirements (Agreement attached, contact details provided)
• Users are provided with training and support when needed
• Close all Campaign Trees of previous financial year and create Campaign Trees for current Financial Year for SA, AUS and US by end of February of each year
• Decline all donations not closed in previous financial year by February
• Proactive management of Salesforce to meet team’s and organisational requirements
• Ensure all leads generated across the department are entered accurately on Salesforce

Management of Contacts on Salesforce

• Ensure Salesforce is a reliable database for mailings
• Monitor segmentation of donors in to correct mailing lists

Salesforce reports

• Create the relevant Salesforce reports in the first month of the year
• Customise and create reports at request
• Send Salesforce reports to Exco, Finance and schedule to users when appropriate
• Monthly Monitoring and Evaluation Reports on Fundraising and Sales teams’ performance to provide insight in to Fundraising and Sales targets and activities
• Develop dashboards or customise where necessary
• Submit monthly report to HOD for presentation to ExCo

Database innovation

• Drive the migration to Salesforce Lightning
• Optimise Salesforce processes, fields and tasks to ensure that the CRM is efficient, helpful, easy-to-use and accurate
• Capture leads from the website into Salesforce
• Capture leads from Facebook into Salesforce
• Bulk SMS from Salesforce
• Manage innovation of automated thank you letters and Section 18As
• Responsible for all development changes on Salesforce

Management of administrative tasks

• Teams needs understood and effectively managed
• Ordering stationery
• Managing the storeroom
• Queries from telephone calls and emails are managed and resolved effectively
• Upon receipt of information that a new team member will join the team, ensure that everything the team member needs to be operational is ordered and/or put in place
• The induction process of the induction video, site visits, and welcome pack are organised and provided

Knowledge Management

• Promote knowledge sharing through the department’s operational business processes and systems to facilitate seamless exchange of information across systems
• Custodian of the Knowledge Management Policy
• Manage the Server and the sharing of information on it – this includes changing user rights, creating or deleting folders, and monitoring available space
• Drive the process of Excellence Manuals and retaining institutional memory
• Ensure that the departmental induction and hand over process is seamless and informative, over and above the normal HR process
• Manage the back up of organisational documentation
• Manage the archival of hard copy documentation
• Innovate where possible to optimise business processes in reference to knowledge management
• Support across the department, and international offices

Support across the department, and international offices

• To be the first point of contact for colleagues seeking support, advice, training, information, guidance around knowledge management, evaluation, salesforce, and impact assessment
• Willing to help all with any issues, provide regular training and provide strategic oversight on issues in question
• Collate, analyse and provide robust and detailed information / evidence to improve existing services and activities and to inform the design of new and innovative services and activities
• Contribute to strategic review, planning, and development of the department as a whole
• Represent the organisation at conferences and seminars, and in meetings and briefings with government and other partners and stakeholders
• Keep a log book of all support provided to International offices

General staff responsibilities

• To work in harmony with the organisation’s strategic aims and values, working with a combination of ambition, being respectful to others and fearless in approach
• Develop and lead a team that will develop and execute a carefully thought out end to end strategy and plan with a view to position the organisation as a structured innovator and leader
• Promote and ensure compliance with the organisation and department’s policies and procedures
• Direct the hiring, training, and performance evaluations of staff and oversee their daily activities
• Conduct quarterly performance review sessions with staff and directing performance to meet department and organisational objectives
• At the beginning of each month, counsel with subordinates to establish realistic objectives for the month and action plan
• Provide coaching, counseling, advice, support, motivation or information needed in order to help meet pre-determined objectives
• Constantly strive toward continuing professional growth
• Work to improve your team’s skills, your managerial skills, business skills and product knowledge

Requirements:

• A tertiary qualification in business, administration, social sciences or IT
• Valid driver’s license
• Microsoft Office Proficiency
• Strong background in Customer Relationship Management (CRM) database, preferably Salesforce
• Minimum of five years’ experience in an Administrative environment
• Strong leadership qualities with middle management experience
• Logical, systematic, accuracy driven and process oriented
• Strong understanding of customer and market dynamics and requirements
• Willingness to travel and work in a national team of professionals
• Discipline and ability to follow through with process

To apply, submit CV to Simphiwe Nzima at [email protected] or alternatively fax application details to 086 668 0542.

Application Deadline: 22nd August, 2018