Islamic Relief South Africa (IRSA) is a member of Islamic Relief Worldwide (IRW), a UK based international relief and development charity, which aims to alleviate the suffering of the world’s poorest people.
Position Identification |
Position Title: Head Office Administrator Location: Cape Town Reports to: Head of Finance Support Services |
Purpose of Position |
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Key Accountabilities
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1. FINANCE MANAGEMENT
2. COMMUNICATION
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- Receive and announce and all guests and walk-in visitors in accordance with internal requirements and appointments.
- Ensure guest sign into register at reception when entering the building.
- Act as liaison for setting up appointments for senior managers if required.
- Track meetings and the usage of the boardroom.
- Preparing correspondence and documentation including drafting and distribution of letters and email.
3. ADMINISTRATIVE
- Ensures all travel and other required administrative records are in place as per policy.
- Manages the “petty cash” aspect within the office and is responsible for its custody, administration and reconciliation.
- Assists with all administrative tasks for the relevant office, as requested for by office team members.
- Handles all printing and email support for team members as required and authorized by the Head of Department
- Oversee and manage the organization’s Courier’s account
4. PROCUREMENT & LOGISTICS
- Assist with regional requests for quotations, collect quotations and samples from suppliers for administrative goods and services required for the office and submit to the Procurement and Compliance Officer for evaluation where required.
- Assist with developing and maintaining a list of regional administrative suppliers for different goods and services.
5. ORGANISATIONAL SUPPORT
- Acts as a link for all departments thereby facilitating the smooth running of the office.
- Act as the IT Focal point person to log and interface with the IT Service Provider as well as track, monitor and report on the organization’s IT needs and usage.
- Arranges logistical support for office and field requirements, where required.
- Maintains a database of administrative suppliers and interacts with them regularly to build and strengthen relationships in the best interest of the organization.
- Maintaining accurate records of staff whereabouts including attendance register and leave arrangements.
- Coordinating staff amenities and provisions.
- Arranging full staff meetings and arranging agenda items.
- Update daily attendance register for specific region and advise head office administrator of any absentees.
6. OFFICE MANAGEMENT
- Organizes office equipment maintenance, ensures that the office is clean and that each staff member has the necessary supplies in terms of stationery etc.
- Ensures that the office is cleaned and presentable and in good order at all times.
- Ensures that consumables are in store for the office.
- Liaises with the Head of Department to ensure that offices are well maintained and secure.
- Tracks repairs and maintenance in relation to office needs.
Key Interfaces:
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Educational Qualification: |
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Skills & Knowledge Required |
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Key Islamic Relief Qualities Required |
It is essential that the post holder shows a good understanding and sympathy with Islamic values and principles as well as commitment to IR’s vision and mission as per below:
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Closing date: COB 12th August 2022 |
Please forward a copy of the completed application form (available on the website), 1 page motivational letter and your CV along with a certified copy of your ID to [email protected] before the 12 August 2022. Dearest applicant, kindly consider the following: If the requirements of the application as above, is not met, we will consider the application as incomplete and this will therefore not be accepted. Please note that if you do not hear from us by 29th August 2022, consider your application unsuccessful. Over and above operational requirements Islamic Relief South Africa will take into account the country’s and organisational employment equity imperatives.
Please email the following to [email protected]:
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