Administrative Assistant - Cape Town, South Africa - Worldwide Fund for Nature

Worldwide Fund for Nature

Verified Company

Cape Town, South Africa

1 week ago

Posted by:

Thabo Mthembu

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Description

Job Advert Summary:

(This is a one-year contract position, based in Newlands, Cape Town)

WWF is the world's largest and most respected independent conservation organisation, with over 6 million supporters and a global network active in over 100 countries.

WWF's mission is to stop the degradation of the Earth's natural environment and to build a future in which humans live in harmony with nature, by conserving the world's biological diversity, ensuring that the use of renewable natural resources is sustainable, and promoting the reduction of pollution and wasteful consumption.

WWF South Africa is a national office that is part of the WWF network.

We are a local NGO that has worked for 50 years with the aim of inspiring all South Africans to live in harmony with nature, for the benefit of our country and the well-being of all our people.

WWF's work is _for nature, for you_.

Our work is challenging and exciting and we love what we do.

To join our team, you need to be brilliant at what you do, passionate, results-orientated and have a positive attitude.

Background:

The administrative assistant will play a critical supporting role in the effective and efficient operational functioning of the Freshwater Portfolio.

Reporting directly to the Freshwater Coordinator and falling under the Freshwater Financial Accountant and Freshwater & Policy Lead chain of command, the position focuses on providing administrative and logístical support to the Freshwater team.

Minimum Requirements:

At least 5 years of administrative experience including financial administration experience.
Excellent verbal & written English communication skills.
Experience in providing written communication support to a range of audiences.
Familiarity with providing support to remote offices.
Computer literate: MS Office (Excel advanced level).
Good organization and planning skills.
Ability to multitask.
Attention to detail.
Ability to respond to a changeable working environment where there may be lastminute requests to change travel arrangements meeting arrangements etc.
An interest in conservation issues.
Enjoys working closely with people.

Duties and Responsibilities:

General administration that includes:

Schedule monthly team meetings. Ensure the agenda is distributed and capture minutes and the action list.
Action all local and international travel for Freshwater Portfolio staff. Adopt and capture the desired travel requirements into the internal and organisational processes on the booking system as well as NetSuite workflow. Load all the new projects and new travellers on the required documentation.
Assist with managing the Freshwater portfolio inbox and action instructions accordingly.
Process the expense and kilometre claims, and actioning request to finance for reallocate to correct project when kilometres are processed into the Freshwater project code.
Assist team with booking venues, purchasing stationery, booking travel etc.
Followup on progress on actions and administration processes across portfolios and follow due process where applicable.
Provide administrative support to Freshwater lead where needed.

Support project and programme management processes, that includes:

Circulate the internal deadlines. Ensuring that the correct and updated documentation is available to the Freshwater team. Assist with capturing approvals and associated information onto NetSuite and reviewing where necessary. Load DRAFT minutes and update task board on NetSuite accordingly to initiate and track contract drafting.
With the assistance of the relevant team members, adapt approved PAT submissions into a draft project, disbursement, or an addendum contract. Engage with the relevant team member and relevant legal person to action into the workflow. Assist with being the liaison between the team and the legal team. Ensure that electronic filing of contracts, invoices and payments, reports and correspondence are labelled accordingly and keep up to date.
Support, as required to the Freshwater Coordinator and Freshwater Financial Accountant for report extraction from NetSuite.

Maintain the relevant databases for the Freshwater Portfolio of projects:

Update and maintain all records in both internal and organisational folders (NetSuite and SharePoint).
Assist with keeping the SharePoint site updated and functional.
Ensure that NetSuite is updated and maintained to support the Freshwater team and organisation. Load and process Expense Reports and Purchase Orders, understanding of the workflow of both. Support the monthly drafting process of Netsuite agendas.
Acquisition of vetting documents according to organisational requirements and following the workflow to have the stakeholder loaded as a supplier on NetSuite to enable payment and transaction.