Job title: Office Administration – 6 months contract (Kimberly)

Key responsibilities:

1. Office Management
•Maintaining Database of relevance to COMPANY-ALN communication needs: address list, contracts, accommodation, CVs etc.
•Making travel arrangements including quotations and booking for flights, car hire, accommodation, shuttle bookings
•Manage documents: Filing (soft and hard copies) and maintaining document tracking stubs
•Emailing, scanning and photocopying documents as requested
•Ordering and controlling COMPANY office equipment, stationery, kitchen supplies
•Assist with word processing and formatting official documents
•Receiving and dispatching mail/parcels to relevant person and report back on postage/courier parcels
•Liaise with Node Manager on a weekly basis to keep manager up to date on ongoing activities when out of the office
•Assist with logistical arrangements for field trips, food purchases, preparations, etc.
•Assist with fleet management processes
•Assist manager re staff meetings: draft agendas, take minutes and distribute these to staff
•Staff calendar management
•Monthly checklist of procedures- manage and ensure all take place as required
•Participating in other ALN and COMPANY-NO functions as required

2. Financial Management
•Keep track of all financial processes from initiation to successful completion
•Engage with National office to initiate formal contracts with Node’s regular service providers
•Process and file appropriate documentation as per policy and procedures
•Purchases as required from sourcing quotations, through to completion of transactions
•Loading purchase requisitions on EPR to ensure ordering/purchasing processes are conducted correctly
•Manage petty cash
•Submit and manage all staff S&T and out-of-pocket expense claims
•Assist with Financial processes as required by management
•Keep records of all transactions on a commitment ledger linked to the budget spreadsheets
•Maintain asset register

3. HR administration
•Induct new staff to node operations, facilities and procedures
•Track staff leave and absences and submit monthly attendance registers
•Manage vehicle booking sheets
•Assisting with contracts of staff/interns/students
•Assist in promoting the creation of a conducive of physical work environment
•Liaise with COMPANY National Office HR staff when required

4. Stakeholders Liaison
•Perform front desk function for COMPANY ALN Node: professional image of node and COMPANY
•Receive visitors to the Node
•Keep up to date on Host Organization Activities through email etc.
•Take minutes of stakeholder meetings, help with meeting logistics, interact with ALN collaborators as appropriate
•Support science education outreach programmes as appropriate and required
•Contribute to updating webpage content

Key requirements
•3-year National Diploma in Office Administration or equivalent
•Valid driver’s license code B
•5 years office administration, financial management & logistics experience.
•Adept to using MS Office programmes.
•Working knowledge of the Public Finance Management Act (PFMA) and Supply Chain Management (SCM) procedures.
•Excellent English written and spoken communication skills be well organized, efficient, pay attention to detail and accuracy, maintain good working environment
•Appropriate decision-making skills, accountability, honesty
•Assist with keeping node manager well organized
•Excellent writing and communication skills in English
•Experience in dealing with scientists and students
•Ability of organizing the workshop logistics
•Good ability to keep records, notes, and minutes
•Experience with document cataloguing and filing, electronic and paper
•Be delighted to live and work in Kimberley