Office Coordinator - Durban, South Africa - The Aurum Institute

The Aurum Institute
The Aurum Institute
Verified Company
Durban, South Africa

1 month ago

Thabo Mthembu

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Thabo Mthembu

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Description

_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.


_ 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 subdivisions
  • 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
  • Coordinate and supervise administrators in the Company directly and indirectly through planning, scheduling, evaluating and feedback
  • Oversee that appointed subordinates 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

SELECTION CRITERIA

_ Education_

  • Grade 1
  • 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 deal with problems involving several concrete variables in standardized situations
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