Office Administrator (PPPrev) uMgungundlovu at TB HIV Care

Purpose of the position:

To provide a professional and effective administrative and reception service to managers, staff of TB HIV Care and external stakeholders.

Minimum Requirements    

• Degree/Diploma in Office Management/ Bookkeeping/Human resource management;
• 2 years admin/office management experience.
• Computer literate (MS Office)
• Valid code 8 driver’s license and own vehicle 

Duties and Responsibilities    

• Welcome all visitors politely, promptly and professionally as they arrive at the office
• Confirm appointments and inform relevant staff member of their arrival
• Direct visitor to relevant person when necessary
• Direct calls to relevant staff member
• Ensure that relevant staff members receive their messages promptly
• Ensure that the reception area is always neat, presentable and welcoming at all times
• Attend staff and team meetings
• Prepare boardroom and take minutes for meetings
• Circulate meeting minutes in an efficient and timeously manner.
• Type up documents, collate and distribute when required in a proficient and professional manner.
• Ensure there’s a printed copy of staff register at reception to be signed on a daily basis by staff.
• Before any items can be bought, there’s a need to get 3 quotes before approval can be given to purchase anything.
• Ensure that all equipment in the reception area is kept in good working order and maintained serviced when required.
• Ensure that all materials are kept in the correct storage place, and that there is sufficient stock of all materials.
• Ensure that all staff complete acknowledgement of receipt form for assets taken.
• Ensure that staff return assets when they resign
• Inspect vehicles monthly and compile monthly reports.
• Conduct petty cash analysis and reconcile and submit to Site Coordinator firstly for approval/review before submission to Finance by end of each week.
• Assist with the coordination of training
• Collate and forward all HR and related forms to the HR
• Assist with providing performance related information including reviews, job descriptions, etc. and coordinating logistics, documents, appointments, etc.

Skills and Competencies    

• Analytical
• Problem Solving Skills
• Database management
• Attention to detail
• Teamwork
• Planning and Organizing
• Initiative