Senior Office Coordinator - 3 Months Contract - Pretoria (Gauteng) at Quest Staffing Solutions

About the job

We're seeking a Senior Office Coordinator - 3 Months Contract - Pretoria (Gauteng).The purpose of the Administrative Administration Assistant is to provide administrative support in the operations and delivery of the team including the general coordination of projects, events, service providers and travel arrangements.

The role includes the management of the departmental Knowledge Hub and Database as well as record keeping and storage.

MUST HAVE A VALID DRIVER'S LICENSE AND RELIABLE VEHICLE

Duties & Responsibilities

• To assist with the coordination and preparation of meetings, workshops, training and conferences by coordinating all logistics, interpretation/translation, travel, the venue, catering, technology, document distribution and attendee requirements b the deadline
• To coordinate missions by coordinating travel arrangements, completing visa applications, preparing mission orders, coordinating expense claims, and resolving any other follow-up and administration that is required to allow for a successful mission by deadlines
• To develop and maintain mailing lists by reviewing, verifying and adding new details as required.
• To prepare relevant project/programme documentation by sourcing inputs from Project/Programme Management and Participants, drafting and submitting for review and signoff as required
• To complete general administrative tasks within the team working on the engagement with member countries and partners, in particular with managing regular and electronic mail, responding to routine enquiries and correspondence, and carrying out appropriate research to update contact lists etc. as
• To verify travel invoices and receipts by collecting all travel documentation, checking. Resolving queries and submitting for approval and payment within the month’s payment cycle period
• To maintain the corporate services calendar by collating information, drafting
• calendar, scheduling in diaries, amending and updating as required and by deadlines
• To coordinate and schedule meetings by sourcing meeting rooms, coordinating catering and receiving and implementing requests on a daily basis
• To provide general project administrative support to facilitate the effective delivery of projects by compiling documents, following up on project activities and responding to requests daily and as required
• To complete all filing by receiving documents, sorting and filing accurately as required daily
• To design and prepare presentations when required by receiving the presentation content, drafting presentations in line with company branding templates and specifications and submitting within the deadline
• To deal with incoming calls and emails, responding on behalf of the department byreceiving calls, gathering information, drafting or communicating responses and providing feedback as approved within the deadline
• To compile reports by gathering information, collating and submitting it in the approved format by the deadline

Desired Experience & Qualification

• Matric
• (NQF 5) in Office Administration qualification or similar
• Project Administration qualification or similar
• 3 years’ experience in office coordination and administration including organising missions and conference organisation and preferably in an international, multi-cultural environment.
• Must have experience working for an international organisation that engages with stakeholders across borders
• Advanced knowledge of MS Office
• Fluency in English is a requirement
• Ability to communicate in Portuguese, Arabic and / or French is an advantage
• MUST HAVE A VALID DRIVER'S LICENSE AND RELIABLE VEHICLE

Package & Remuneration

• Salary: Market Related
• Contract: 3 Months
• MUST HAVE A VALID DRIVER'S LICENSE AND RELIABLE VEHICLE