Job Description

Administration/Financial Coordinator - Cape TownFull job descriptionMain purpose of the roleThe Administration/Financial Coordinator will organise and coordinate all operational and office administration activities, in order to ensure organisational effectiveness, efficiency, and safety of our equine and canine sanctuary. The Coordinator is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office, housekeeping and grounds staff supervision, and task delegation.The ideal candidate is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative and operational duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an organisation of diverse people.The role requires that the incumbent be comfortable working in a farm environment, based in Philadelphia, Cape Town.Operations and Support Functions:xc2xb7 Coordination of daily, weekly and monthly task lists for Housekeeping / Grounds staffxc2xb7 Ensure that all common areas, public areas, amenities and staff accommodation are kept neat, tidy and cleanxc2xb7 Organise Sanctuary operations and procedures and keep staff up to datexc2xb7 Implement and oversee adherence to operational policies and proceduresxc2xb7 Conduct meetings with maintenance and housekeeping departments to review workloads and expectations and ensure task due dates are adhered toxc2xb7 Address employees queries regarding office management issues (e.g., stationery, supplies, travel arrangements etc.)xc2xb7 Liaise with facility management vendors, including cleaning, catering and security servicesxc2xb7 Keep a database of all service providersxc2xb7 Plan in-house and off-site activities and eventsxc2xb7 Plan in-house or off-site activities, like parties, celebrations, and conferencesxc2xb7 Purchasing and procurement - Liaise with Managers to order stationery, equipment, stock etc.xc2xb7 Manage contract and price negotiations with office vendors, service providers and office resource suppliersAddress employees queries regarding office, project and sanctuary management issuesOrganize office, farm maintenance and housekeeping operations and proceduresDesign, implement and oversee adherence to operational policies and proceduresFinancial Administration Support Responsibilities:Ensure the Gem property and all its assets are kept safe at all timesLiaise with insurance and security companies to make sure their services are up to datexc2xb7 Preparation and submission of all financial administration and accountsxc2xb7 Management of Petty cashxc2xb7 Financial Reporting to Financial Managerxc2xb7 Preparation and ongoing review of Gem Project Cape Town budgets with ALL departmental managersxc2xb7 Audit preparation - Assist Financial Manager with audit processxc2xb7 Manage all financial risk and develop early warning systemsxc2xb7 Manage and supervise all procurement, ensuring alignment with organizational policiesxc2xb7 Stock/Inventory/Asset Management - ensure that system processes are followed to ensure the verification of all stock/inventory/assets. Specifically, to eliminate loss.xc2xb7 Fundraising - Network with new and existing contacts for possible fundraising and partnership opportunities, in collaboration with ManagersHR Support Responsibilities:xc2xb7 Assist with capturing and filing of Staff skills Auditsxc2xb7 Scheduling of necessary staff training as required by Managersxc2xb7 Tracking and capturing of all training for reporting purposesHR administration: Update and maintain all HR, office policies and legislative compliance policies as necessaryAssist in the orientation and intake process for new employeesManage disciplinary processes and proceduresMaintain Employee recordsAssist with employee recruitment processesxc2xb7 Manage, maintain and report on matters pertaining to staff leave, attendance records and registersxc2xb7 Payroll - Manage, process, maintain and submit all matters pertaining to payroll, to The Financial Managerxc2xb7 Monthly reporting to all Managers regarding staff HR Administrationxc2xb7 Contracts management - ensure that all HODs are notified of expiring contracts and are timeously renewed or terminatedAdministrations Responsibilities:xc2xb7 Day to day departmental administration and sanctuary management support servicesxc2xb7 Communication, calendar and diary managementxc2xb7 Support staff with administration of new projectsxc2xb7 Liaise with staff to collect and collate- Weekly reports- Monthly reports- Quarterly reportsxc2xb7 Collect and collate information required for any other reporting purposesMaintain digital filing system for all Policies, procedures, protocols, reporting etc.Collate, maintain and update databases for all necessary and essential contacts to ensure the smooth running of the sanctuary. Database to include: Vendors, service providers, vets, doctors etc.xc2xb7 Administration, compliance, PR and marketing of eventsxc2xb7 Research, update and maintain all social media platforms relevant to the sanctuariesxc2xb7 Front Office responsibilities including running of reception areaxc2xb7 Ad Hoc tasks and responsibilities as required by The Centre ManagerPartnership Development, Fundraising and Donations Responsibilities:xc2xb7 Research and scope potential and develop new partnerships to with local authorities, funders, partners, like minded organisations, NGOs, stakeholders where relevant to the project programsxc2xb7 Leverage technical and/or in-kind resources for program implementation, where possiblexc2xb7 Create and maintain a fundraising and partner databasexc2xb7 Spearhead fundraising initiatives and drivesxc2xb7 Research, create and maintain a database of volunteers according to sanctuary manager needsxc2xb7 Manage and log all donations for both sanctuaries and liaise with relevant managersEssential Skills and CompetenciesProven office management and administrative skillsExcellent spoken and written English proficiencyKnowledge of office management responsibilities, systems, and proceduresExcellent time management skills and ability to multitask and prioritize workStrong organizational and planning skillsExcellent computer proficiency and solid Knowledge of MS OfficeKnowledge of accounting, data, and administrative management practices and proceduresKnowledge of human resources management practices and proceduresExcellent administration abilities (Compliance, Human Resources, policies, procedures, reports, finance, budgets)Health and Safety ManagementFundraising, presentations, partnership development and networking experienceValid Drivers licenseOwn TransportMust be able to start immediatelyDesirable skills1. Community Outreach experience2. Understanding, knowledge and ability to use multiple social media platforms3. Understanding and/or experience of the NGO environment and legislative compliance requirements4. Community based experience, working with vulnerable youth5. Afrikaans and Xhosa proficiencyQualifications, training and experience required:xc2xb7 HET/FET Qualificationxc2xb7 A minimum of 5 years experience in an NGO or similar environmentxc2xb7 Proven senior level management experience in managing and leading a multi-disciplinary team;xc2xb7 Sound understanding of the South African regulatory environment;xc2xb7 Valid drivers license and own vehicle essential;xc2xb7 English language proficiencySalary is commensurate with skills and experience.Job Type: Full-timeApplication Question(s):Must have own TransportLicense/Certification:Drivers License (Required)

JustTheJob