Operations Administrator - Greater Cape Town Water Fund at The Nature Conservancy

WHAT WE CAN ACHIEVE TOGETHER

The Operations Administrator will work as part of a team providing a broad range of support activities. They will support several specific functional activities, such as finance, human resources, procurement, office and facilities management, information systems, meetings and special events, training logistics, volunteer programs, travel and vehicle management, asset management, etc. Reporting to the Administration Manager, Africa. The Operations Administrator will be based at the TNC Office in Cape Town.  No employment visas or assistance is being offered with this position except for the local labour employment requirements.

WE'RE LOOKING FOR YOU

The Operations Administrator will work as part of a team within a business unit, coordinating tasks related to one or more functional activities, such as operations support, procurement, meetings management, special events, training, and volunteer program.

Perform specific administrative support in the day-to-day decisions within the scope of work assignments and prioritize work independently.

• Front office and reception area management.
• Procurement of Office requirements.
• Managing logistics and supervision of janitorial and security services.
• Office premises management and ensure efficiency within the office.
• End-to-end project support to staff with all administrative and operational requirements.
• Maintenance of Office Equipment & Machinery.
• Local office compliance (Renewal of local office licenses, signage etc, processing of any lease documents)
• Review employee expenses and ensure they are well supported and aligned to TNC policies before processing on Concur.
• Maintain accurate recording of organisational Asset & Inventory registers.
• Accurate tracking and providing accurate documents for project Invoice Payment processing.
• Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to the supervisor.
• Responsible for managing fleet and supervision of logistics Assistant/Drivers
• Supervise volunteers, interns, or temporary staff, including training and orientation, and demonstrate sensitivity in handling confidential information.
• Managing office petty cash and ensuring timely replenishment by Finance standard operating procedures.
•  Accountable for expensing all expenses and receipts on Concur for all the S.A office Project events.
• Responsible for planning and scheduling team meetings, coordinating logistics for special events and meetings, workshops, training with partners and government stakeholders, central filing, and program Inventory.
• Liaising with the Logistics Assistants/Drivers to coordinate and make logistical arrangements for meetings, workshops, training, and events.
• Coordinate accommodation for TNC and non-TNC travelers (both local and international).
• Ensures that the S.A office's operational guidelines and policies are adhered to.
• Be willing to travel, work overtime, and work evenings and weekends as needed.
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and strain.

WHAT YOU'LL BRING

• Bachelor’s degree and two years related experience or equivalent combination.
• Experience coordinating administrative processes.
• Experience generating reports and interpreting data.
• Experience in business writing, editing, and proofreading.
• Experience organizing time and managing diverse activities to meet deadlines.
• Experience working across teams and communicating with a wide range of people.
• Experience in the use of accounting systems or ERP.

DESIRED QUALIFICATIONS

• Over 5 years of experience working in an INGO in operations, administration, or programs support.
• Experienced use of operations systems like concur or equivalent.
• Ability to analyze information for the purpose of coordinating and planning activities and solving problems.
• Excellent communication skills
• Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
• Ability to implement complex processes.
• Ability to use existing technology to achieve desired results.
• Excellent customer service skills and focus.
• Strong organization skills, accuracy, and attention to detail.
• Experience interpreting guidelines to achieve desired results.
• Demonstrated experience handling confidential information.
• Demonstrated experience using diplomacy and tact to build strong relationships and motivate staff.
• Experienced in managing workplace occupational Health and Safety guidelines.
• Experience in logistics, facilities management, supervision, and general operations management.
• Experience interpreting guidelines to achieve desired results.
• Experience supervising staff, interns, and volunteers.
• Strong organization and negotiating skills, accuracy, attention to detail, and ability to manage multiple tasks
• Experience in supporting Human Resource processes.