Office Administrator needed urgently: APPLY NOW
Cape Town, Western Cape
TB HIV Care (THC), in existence since 1929, is an internationally recognized non-profit organization. TB HIV Care provides health care services throughout South Africa to both the general population and communities at increased risk for HIV and TB, including adolescent girls and young women, s.e.x workers, inmates in correctional centers and people who use drugs. TB HIV Care provides a stimulating work environment and the opportunity to work with leaders in the field of HIV and TB prevention and care.
Our work culture is adapted to the constantly evolving South African health care environment and will suit solution-driven team players interested in opportunities for career development while working to connect people with care.
Purpose of the position:
To provide a professional and effective administrative support service to key populations teams at all sites and staff of TB HIV Care.
Main job tasks, duties, and responsibilities:
Take accurate messages and ensure key populations staff receive their messages promptly.
Prepare and book meeting space (i.e. board room, meeting room, training room, etc.), compile attendance registers and take minutes for meetings.
Ensure that the filing system is efficiently developed and maintained (paper and electronic).
Ensure there’s a printed copy of staff attendance register at reception to be signed on a daily basis by staff.
Draft requisition order forms, source suppliers and quotes and forward to procurement officer.
Assist the site manager with providing performance-related information including reviews, job descriptions, etc. and coordinate logistics, documents, appointments, etc.
Ensure all staff contracts are signed, forwarded to HR and then filed.
Manage travel requisitions and arrangements for all Drop-in Centre (DIC) staff.
Collate DIC peers’, general worker’s and locum staff’s timesheets and leave forms and submit to the HR department.
Liaise with service users with regards to the DIC policies and procedures.
Manage all consumables and issue them to the general worker.
Schedule client appointments for the nurse.
Submit training authorization requests to training manager after site manager’s review and approval.
Organize and conduct induction sessions for new staff members, including office access, benefits documentation, and THC information.
Ensure the outreach Qode tablets are in working order and data is synced each day.
Ensure that all equipment in the reception area is kept in good working order and maintained /serviced when required.
Maintain fixed assets register manually and electronically.
Ensure maintenance of all assets – broken assets to be fixed timeously.
Do monthly assets audit.
Ensure that all staff complete acknowledgment of receipt form for assets taken.
Ensure that staff return assets when they resign – an ‘items returned’ form must be signed.
Conduct stock control for the programme by keeping a stock card and issuing stock.
Comply with procurement policies (obtain three quotes before purchasing items).
Inspect vehicles monthly and compile monthly reports.
Facilitate service of all vehicles – book vehicles that are due for service.
Ensure all vehicles have logbooks to record mileage and trip information.
Send out reminders regarding the submission of monthly expense reports and accompanying documentation to be filed on Dropbox.
Ensure that correct project codes are used when receipts are submitted.
Manage the paid airtime for all staff.
Complete Excel project timesheets for locum and DIC staff and submit to finance.
Complete petty cash recon with the manager.
Collate all fleet logbooks and fleet expenses to finance.
Submit petty cash vouchers to the finance department and monitoring and doing the petty cash vouchers with receipts on a daily basis.
Education and experience:
Diploma in office administration or related qualification
3 – 5 years in an administrative position
Ability to communicate in English, Afrikaans, and isiXhosa
Proficiency in Microsoft packages
Clear criminal record
Knowledge, Skills, and Competencies:
Financial administration an added advantage
Excellent computer skills
Excellent communication skills
Able to work with minimal supervision whilst showing initiative and maintaining strict confidentiality
Ability to show initiative and work across units and programmes
Well developed project management skills
Good communication, interpersonal and conflict management skills
Closing date: 15 October 2019
165-062 NPO PBO -/122776/08