Job Opportunities in South Africa
October 19, 2024
Jika Uluntu
East London
FULL TIME
Office Administrator and Personal Assistant
Job Title: PA/Office Administrator
Department/Group: Administration
Job Ref: POA2024
Location: Jika Uluntu Office, Crossways Village Centre
Travel required: No
Level/Salary Range: R7 000 CTC negotiable
Position Type: Fixed Term Contract
Email: info@jikauluntu.org.za
Subject Line: PA/Office Administrator 2024
HR Contact: Zozibini Notununu
Contact Number: 043 050 4980
Date posted: 19 October 2024
Posting expires: 23 October 2024
Job description
At Jika Uluntu, we employ a systems change approach, collaborating with communities and stakeholders to implement meticulously researched and structured interventions for our beneficiaries. These interventions are thoroughly monitored, evaluated, and reviewed using both qualitative and quantitative data collected at individual and household levels. This data-driven system allows for continuous learning and adaptive strategies, ensuring the measurement of both short-term and long-term outcomes.
In this context, the PA/Office Administrator plays a crucial role by providing comprehensive personal assistant services to the Director of Jika Uluntu, while also handling office support and administrative functions. The successful candidate will be responsible for ensuring the efficient and effective utilization of resources allocated to the office. This pivotal role directly contributes to the seamless functioning of the organization, supporting both its leadership and overall operational efficiency.
Key Responsibilities
Interested candidates should submit the following.
1. Motivation letter outlining your experience in a similar role
2. Your CV highlighting your experience that is relevant to the job
3. Certified copies of your grade 12 certificate & qualifications
4. Certified copied of your academic transcripts
5. Complete the following personality test and submit with your application https://www.16personalities.com/free-personality-test
6. Complete questions and submit with your application https://docs.google.com/forms/d/14v W3wt AHSODf Xzb Ae3UB0Hvb H2p E40d ZLUvdp S-Sdi A
Please submit to info@jikauluntu.org.za, only emailed documents will be accepted. Applications will be reviewed on a rolling basis, and only shortlisted candidates will be contacted.
Job Type: Full-time
Pay: From R7 000,00 per month
Ability to commute/relocate:
Department/Group: Administration
Job Ref: POA2024
Location: Jika Uluntu Office, Crossways Village Centre
Travel required: No
Level/Salary Range: R7 000 CTC negotiable
Position Type: Fixed Term Contract
Email: info@jikauluntu.org.za
Subject Line: PA/Office Administrator 2024
HR Contact: Zozibini Notununu
Contact Number: 043 050 4980
Date posted: 19 October 2024
Posting expires: 23 October 2024
Job description
At Jika Uluntu, we employ a systems change approach, collaborating with communities and stakeholders to implement meticulously researched and structured interventions for our beneficiaries. These interventions are thoroughly monitored, evaluated, and reviewed using both qualitative and quantitative data collected at individual and household levels. This data-driven system allows for continuous learning and adaptive strategies, ensuring the measurement of both short-term and long-term outcomes.
In this context, the PA/Office Administrator plays a crucial role by providing comprehensive personal assistant services to the Director of Jika Uluntu, while also handling office support and administrative functions. The successful candidate will be responsible for ensuring the efficient and effective utilization of resources allocated to the office. This pivotal role directly contributes to the seamless functioning of the organization, supporting both its leadership and overall operational efficiency.
Key Responsibilities
- Executive Support
- Manage the Director’s calendar, scheduling meetings, appointments, and travel arrangements to ensure seamless time management.
- Prepare and organize reports, presentations, and documentation as required.
- Act as the primary point of contact between the Director and internal/external stakeholders, ensuring timely communication.
- Handle confidential information with discretion and professionalism.
- Office Administration
- Oversee day-to-day office operations, ensuring administrative tasks such as correspondence, phone calls, and emails are handled promptly.
- Ensure the office is well-maintained, organized, and equipped with necessary supplies while managing relationships with vendors and service providers.
- Monitor and track office expenses, maintaining a budget and ensuring all office-related expenses are within the approved budget.
- Implement and maintain office policies and procedures, ensuring compliance and adherence across the organization.
- Process Improvement
- Track and document the implementation of new administrative processes to enhance office efficiency and productivity.
- Identify areas for improvement in office procedures, implementing best practices to streamline operations.
- Regularly review and update office policies to reflect current needs and standards.
- Communication & Liaison
- Monitor response times to communications (emails, calls, etc.), ensuring timely and efficient interactions.
- Collect feedback from internal and external stakeholders to assess the clarity and effectiveness of communication within the organization.
- Ensure the Director is kept informed of important updates and action points, facilitating smooth internal communication.
- Document and Records Management
- Ensure all administrative documents, reports, and records are accurately prepared, organized, and filed.
- Conduct regular audits of office records to ensure accuracy and completeness.
- Prepare and maintain a log of key office activities, deadlines, and deliverables to ensure the office operates efficiently.
- Qualifications
- Relevant tertiary qualification in administration, business management, or a related field.
- Proven experience as an Office Administrator, Personal Assistant, or similar role, preferably in a dynamic and fast-paced environment.
- Skills and Competencies
- Excellent organizational and multitasking skills with a keen attention to detail.
- Strong communication and interpersonal skills, with the ability to work effectively with all levels of staff and external partners.
- Proficiency in Microsoft Office Suite (Word, Excel, Power Point) and familiarity with office management software.
- Ability to manage multiple priorities, ensuring deadlines are met and processes are completed to a high standard.
- Discretion and professionalism in handling confidential information.
- Desirable
- Experience in process improvement and implementation of new office systems.
- A proven track record of providing high-quality support to senior executives.
Interested candidates should submit the following.
1. Motivation letter outlining your experience in a similar role
2. Your CV highlighting your experience that is relevant to the job
3. Certified copies of your grade 12 certificate & qualifications
4. Certified copied of your academic transcripts
5. Complete the following personality test and submit with your application https://www.16personalities.com/free-personality-test
6. Complete questions and submit with your application https://docs.google.com/forms/d/14v W3wt AHSODf Xzb Ae3UB0Hvb H2p E40d ZLUvdp S-Sdi A
Please submit to info@jikauluntu.org.za, only emailed documents will be accepted. Applications will be reviewed on a rolling basis, and only shortlisted candidates will be contacted.
Job Type: Full-time
Pay: From R7 000,00 per month
Ability to commute/relocate:
- East London, Eastern Cape: Reliably commute or planning to relocate before starting work (Required)
- Diploma (Preferred)
- Office Administration: 1 year (Required)
- Personal Assistance: 1 year (Required)
- English (Required)
- Xhosa (Required)
We regret to inform you that this job opportunity is no longer available
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