Senior Administration Officer - Sandton, South Africa - ADOPT A SCHOOL FOUNDATION

Description

To provide administrative support and to act as a personal assistant to the Senior and Executive Management Team.


General Administration

• Function as a point of contact and to manage information flow between senior

management, executive management, and employees.

• Develop and maintain a system that sends alerts regarding upcoming deadlines,

reports, internal requests, or events.

• Assist with the preparation of presentations and to ensure that they are in line with the

Foundation's quality standards.

• Arrange and coordinate meetings and events.
• Monitor, respond to and distribute incoming communication.
• Manage confidential information in a professional and discrete manner.
• Proactively remind attendees in time regarding their meetings and to get confirmation

of attendance.


Personal Assistance

• Liaise with senior and executive management to ascertain that meeting requirements

are fulfilled efficiently and timeously.

• Ensure that meetings are set up smoothly between required parties and to get diary

times well on time and if there are any changes, these are communicated in advance.

• Ensure effective and efficient management of senior and executive management

diaries by making sure that the meetings are always up to date and to reschedule their
meetings on their behalf as and when required.

• Maintain executive's appointment schedule by planning and scheduling meetings,

conferences, and teleconferences efficiently.

• Collate and distribute meeting packs.
• Take minutes during meetings and to followup on action items.
• Answer and manage incoming calls for senior and executive management.
• Request and reconcile travel advances on behalf of senior and executive management.

Programme Administration

• Ensure that project files are up to date with all relevant information.
• Collate monthly and quarterly update reports.
• Track and follow up on reports due for clients.
• Make travel arrangements for the senior and executive managers including flight

bookings, accommodation, and car hire/bookings.

• Ensure that the project quality files are regularly updated with the relevant quality and

compliance documents.

• Attend programme and other identified meetings and taking minutes during meetings.

Stakeholder Management

• Assist with the development and dissemination of donor compliance correspondence
• Ensure coordination between the fundraising and programmes teams for the delivery

of reports through the reporting schedule.

• Assist with the facilitation of signatories of agreements between AAS, donors and

signatories.


Asset Management

• Ensure that all Foundation assets are recorded in the Foundation's asset register and

that the register is regularly updated.

• Conduct quarterly asset audits.
• Ensure that all assets are sufficiently insured.
• Ensure that all assets are regularly serviced and are kept in good condition.
• Manage the booking of the Foundation's assets by employees.

Governance

• Assist the Company Secreatary with matters regarding all AAS committees eg, Board,

EXCO, REMCO etc.

• Provide support to the secretariat team in preparing and distributing board packs.
• Consolidate and update the strategic risk register.
• Manage the diary and assist with scheduling meetings.
• Assist with the processing of claims.
• Assist with Lunch arrangements for Board and Committee meetings.

Procurement

• Assist with the procurement of office supplies, services, and equipment in line with the

Foundation's Procurement Policy and Procedures.

• Negotiate for fair/discounted prices from suppliers.
• Source affordable goods and services without compromising on quality.
• Develop and maintain a procurement supplier database.
• Maintain office supply inventory and replenish as and when required.

Health and Safety

• Ensure compliance with the health and safety policy and legislative requirements.
• Perform the role of SHE representative (Health and Safety Rep) for the Foundation.
• Contribute to the efficient running of Occupational Health & Safety (OHS) for the

building.

• Ensure all relevant OHS matters are attended to efficiently and effectively.
• Implement recommendations of the OHS consultant where applicable.
• Streamline the internal implementation of OHS processes.
• Ensure that employees are onboard regarding OHS guidelines and regulations.
• Conduct evacuation walkthroughs with new employees.
• Participate in emergency fire drills.
• Provide first aid assistance as and when required.
• Ensure incident reports are drafted after each incident and are kept up to date.
• Ensure that the OHS file is kept up to date.

IT Support

• Procure IT equipment in line with the Foundation's procurement policy and procedures.
• Liaise with the service provider to ensure that employees' IT technical challenges are

resolved timeously.

• Ensure that a quarterly IT Backup is conducted by the service providers.
• Assist in updating the insurance for IT equipment.
• Ensure