Office Coordinator

at  The Aurum Institute

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.

EDUCATION

• Grade 12
• Appropriate Post Matric Qualification

Advantageous

• Relevant Degree/Advanced Diploma in Communication or Business Administration
• Diploma/Degree in Finance, Accounting or Bookkeeping

EXPERIENCE

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

REQUIREMENTS

• Understanding of HIV/Aids and TB
• Valid Driver’s 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 and correspondence
• 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
• Ability to deal with problems involving several concrete variables in standardized situations.
  Kindly provide current and relevant references for background checks
  All appointments are subject to the preferred candidates obtaining the necessary security clearance, reference checking, and competency assessment. We embrace employment equity and are committed to the achievement of fair and equal representation of our workforce. Preference will be given to internal applicants and candidates from previously disadvantaged backgrounds.
  Aurum welcomes applications from all persons with disabilities
  Whilst all applications will be carefully considered, only short-listed applicants will be interviewed. If you do not hear from us within 21 days of the closing date, this will mean that your application has been unsuccessful. All interviewed applicants will receive feedback as part of our continued drive towards people development

TECHNICAL WORK RESPONSIBILITIES

• Coordinate and execute office administration
• Coordinate the planning of events
• Coordinate financial and procurement activities, and related tasks
• 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
• 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
• Familiar with Global Fund and PEPFAR/USAID/CDC procurement policies and regulations
• 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