Receptionist / Administrative Assistant at Palladium: Make It Possible

Job description

PURPOSE

Based in Pretoria, South Africa the Receptionist / Administrative Assistant will work with the Office Manager within the AAA Operations Team to support the efficient operation of the program?s offices and operational activities.

Responsibilities

DUTIES AND RESPONSIBILITIES:

• Operate the telephone switchboard by receiving, giving and dispatching office telephone communication to the relevant recipients
• Receiving and dispatching all office communication by mail and courier, including maintaining any required communication logs
• Maintaining an updated address and phone lists of program staff and all DFAT offices
• Reception of visitors to the Pretoria program office
• Administrative support for the finance, human resources and administration members of the Operations Team as designated by the Office Manager including photocopying, scanning and filing (hard and soft copies) as required
• Ensure office supplies and equipment is procured in a timely manner and maintained, coordinating technical support as required, also undertaking regular stocktakes of items
• Maintain a suppliers and subcontractors database, implementing compliance checks as advised by the Office Manager
• Maintain the Palladium compliant AAA project asset register in consultation with the Operations Manager
• Manage the records storage area and ensure that all team members comply with procedures in relation to hard copy filing and archiving
• Collect mail from the post office on a weekly basis, sorting it and redistribute accordingly
• Making sure the Palladium and / or project vehicles are kept in a clean condition and arranging for them to be washed once a week. Also ensuring that minimum fuel levels are maintained as per the AAA Security Plan
• Booking of rooms for meetings and ensuring they are available and presented professionally.
• Other Duties:
• Participate in relevant human resources and performance management processes
• In charge of Staff Birthday list and sending a birthday message to staff on the day
• Any other duties as reasonably requested by the Operations Manager and / or Team Leader.
• Gender Equality and Social Inclusion:

Reporting

Australia Awards in Africa is committed to supporting inclusive development practices across all program activities. Social inclusion is an umbrella term adopted by Australia Awards to refer to gender equality, disability inclusion and HIV support. Among your roles, you will be expected to implement and embed inclusive development practices within your work activity. You will be expected to demonstrate sensitivity to issues of social inclusion, and especially as you engage with candidates, awardees, alumni and other stakeholders.

• Submission of reports to the Office Manager and / or Operations Manager as per agreed schedule
• Contributions to 6 Monthly Reports and the Annual Plan as agreed by the Office Manager
• Submission of monthly work plan and exception progress reports to the Office Manager
• Report all suspected and / or detected fraud within 24-hours of discovery and in accordance with DFAT?s Fraud Policy, the respective Palladium Policy and the Fraud Risk Assessment and Management Plan (FRAMP).

Requirements

SELECTION CRITERIA

Qualifications And Experience

• Post-secondary qualifications are preferred or working toward a relevant tertiary qualification
• Minimum 2 years relevant employment
• Experience with administrative and organizational skills
• Proficiency with computers and in particular the suite of Microsoft Office software
• Knowledge of office technology in particular photocopiers, switchboard and security systems
• Demonstrated attention to detail and accuracy
• Reliable, able to work independently and maintain confidentiality
• High level of interpersonal skills with a flexible and collaborative personal style and the ability to communicate with diverse groups
• Fluency in written and spoken English.