Administration Manager – Central Drakensburg
Admin and Office Management
Midlands and Interior – KwaZulu Natal
Position : Permanent
Salary : Market Related
Our organisation, a reputable NPO seeks an experienced Admin Manager to assist with administrative priorities in line with the organization’s mission & vision. To initiate and implement development and structures to meet agreed-upon strategic initiatives and to ensure the viability of the organization in terms of sound Monitoring, Evaluation and Reporting, Financial, Human Resources and Administrative systems and structures. To ensure that best practice is applied within the available resources. To positively promote the image of the organization.
KEY PERFORMANCE AREAS:
1) Manage the overall administrative requirement of the organization.
2) Meet the monitoring, evaluation and reporting requirements of the organization.
3) Meet the human resource management requirements for the organization
4) Coordinate the financial management requirements of the organization
5) Coordinate the oversight of facilities and vehicles
6) Assist with the public relations and fundraising needs of the organization
7) Use of initiative in performance of duties
8) Completion of other tasks that may, from time to time, arise
DETAILED BREAK-DOWN OF KEY PERFORMANCE AREAS:
- Manage the overall administrative requirement of the organization.
- Play an active role in office meetings and processes in support of the Director.
- Provide quality management and coordination between various administrative components of projects to ensure that the Organization reaches its mission and goals.
- To support the quality management and improvement (QMI) programme of the organisation.
- Report statistics and finance to and prepare quarterly reports for to the Director and Treasurer for Board of Directors meetings.
- Support with drafting and implementation of organizational policies and procedures.
- Attend all necessary meetings as a representative of the organisation.
2. Meet the monitoring, evaluation and reporting requirements of the organization.
- Management and oversight of the statistical information, including by not limited to: orderly data collection methods, data management, collation and data reporting.
- Oversight and implementation of the organisations data quality management programme.
- Submission of statistical information and reports for relevant organisations and people to the Director.
- Assist with monitoring of programme targets for management, board and funders.
3. Meet the human resource management requirements for the organization
- Ensure that all staff matters in regard to the following are attended to:
- Vacancies;
- New hire paperwork and HR file management including but not limited to: Job descriptions, Contracts, Letter of Appointment, Confidentiality forms, Collection and monitoring of all required documentation (drivers licence, child protection clearance, registration with professional bodies)
- Leave;
- Salaries;
- UIF and PAYE;
- Assist the director in disciplinary proceedings
- Ensure human resource management based on all applicable company policies and South African legislation.
4. Coordinate the financial management requirements of the organization
- Monitor income and expenditure on a daily basis.
- Prepare financial and programme reports and compare to budget and projected activities
- Ensure transparent, accountable financial management according to financial policies.
- Prepare and submit annual financials to the auditors.
- Prepare and submit reports to the relevant government agencies including Department of Social Development NPO Directorate, Department of Labour, SARS, and CIPC.
5. Coordinate the oversight of facilities and vehicles
- Ensure beautiful grounds within the means of our budget.
- Ensure that our buildings and property remain clean and in good condition, within the limits of available budget.
- Provide IT support to the office, as knowledge allows, and outsource other support as required and funding allows.
- Ensure regular maintenance and oversight of our facility’s water system.
- Ensure that all vehicles are properly maintained to ensure a smooth-running fleet.
- Ensure that necessary vehicle inspections take place.
6. Assist with the public relations and fundraising needs of the organization
- Interact with the public, raising the awareness of TCO work when necessary.
- Source possible funders.
- Assist the Fundraiser with drawing up funding proposals, including budgets, etc.
- Collate success stories and project information to be used in public relations and fundraising.
7. Use of initiative in performance of duties
8. Completion of other tasks that may, from time to time, arise
REPORTING:
- Monthly and annual reports to Director
- Monthly staff and office meetings
- Monthly QMI meetings
GENERAL:
- Shall be conversant with all the policies and procedures of Thembalethu.
- Shall be committed to the Quality Management and Improvement programme of the organisation.
- Shall prepare the annual strategic planning workshop and compile the Annual Operating Plan.
- This job description is valid for two years unless otherwise indicated by either performance appraisals or through Quality Management and Improvement activities.
- At all times respect shall be shown to the rights of the patient.
- If and when it becomes necessary reporting of any immediately observed mistreatment of the patient shall be reported to the Managing Director and then followed up with a report to the appropriate authorities. This shall be done on an incident form and the necessary procedures followed.
We look forward to your applications. Correspondence will be limited to shortlisted candidates only.
