Department : FINANCE & ADMINISTRATION

Responsible to : FINANCE & ADMINISTRATION MANAGER

Key responsibilities and approximate weighting:

OFFICE ADMINISTRATION

• To be the company receptionist. Key to that will be answering calls, calling back and taking messages while portraying the highest standards of professionalism. To ensure that the laid-out company telephone script is strictly followed to the letter


• To assist all visitors at the reception


• Be personal assistant (PA) to CEO & COO


• Secretarial support to all other departments


• To control company stores for stationery, training and kitchen utilities


• Ensure that the office is running efficiently and to high standards in terms of cleanliness, fixtures & general supplies

PLANNING AND LOGISTICS

• Medical scheme co-ordination. Ensuring that all records for the scheme are up to date as well as co-ordination of registration of new members as well as collection of periodic statements showing performance of the scheme


• Making travel arrangements for Raiser staff travelling locally, regionally & internationally including air ticket booking & collection, travel insurance VISA applications & processing, travel accommodation & airport transfers


• Insurance management - Maintenance of the insurance file & inventory as well as liaison with insurance company during renewals, updates & adjustments of insurances


• Procurement of office & training supplies


• Coordination of imports from franchisers including lodging of import documentation & timely clearance of goods to ensure fast delivery

PEOPLE MANAGEMENT

• Effectively manage the administrative staff comprising Messenger & Driver to ensure proper utilization of their time as well as their development.


• To co-ordinate the movement of the company car & messenger

INTERDEPARTMENTAL SUPPORT

• Ensuring that training equipment is kept in good working condition in the stores.


• Real-time update of inventory records & whereabouts of each training equipment to be maintained at all times.


• Preparation of gate passes for training materials & equipment


• Ensuring that equipment is properly tested upon return from training or client presentations


• Reporting & overseeing repair of any training equipment found to be faulty


• Maintenance of an effective equipment tracker


• Co-ordinate internal staff meetings

CUSTOMER SERVICE AND SUPPORT

• Understand all our products and be able to assist in marketing of Raiser’s programs via telephone or live presentations


• Liaising with suppliers and customers to maintain a good working relationship


• Planning & execution of Company marketing events


• Maintain a database of all the key as well as potential customers

JOB DIMENSIONS:

Job Specifications (Ideal):

Academic Qualifications:

• Bachelors degree or diploma in the relevant field.

Work Experience:

• 4 years working experience in as administrator in a busy private sector capacity.


• Experience in office administration including handling a busy switchboard.

Skills required:

Technical skills

• Knowledge of basic working IT applications


• Selling Skills


• Presentation Skills


• Negotiation Skills

Personal Attributes/ Desired Behavior:

• Exceptional organization skills.


• Setting Business Direction


• Inspiring business performance


• Achieving business performance


• Thorough understanding of adult learning


• Build pride and passion


• Growing talent and capability


• Managing & developing yourself


• Protect and enhance the Company’s reputation

Key success indicators

1. Achievement of a professionally run office environment.


2. Product selling success through BDMs by ensuring appointments with key decision makers are arranged and materialize.


3. Achievement of high staff satisfaction level.

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