AWARD: Office Manager

Association of Water and Rural Development (AWARD)
Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Friday, 20 November, 2015
Opportunity type: 
Employment

Office Manager
 
This fixed-term contract (2 years) position has opened at the Association for Water and Rural Development (AWARD), an NGO based in Hoedspruit, Limpopo Province. The person in this position will form part of the AWARD team within the USAID: Resilience in the Limpopo Basin (Olifants) program (USAID: RESILIM-O), the purpose being to reduce vulnerability by building improved transboundary governance and management of the Olifants Catchment to enhance the resilience of its people and ecosystems through systemic and social learning approaches.  The post is based at AWARD’s office in Hoedspruit.

This is a middle management position which includes decision making, human resource management, I.T management, logistics, operational management and administrative oversight responsibilities. The Office Manager will be part of the management committee team supported by the Program Manager, Executive Director, Assistant Director and Finance Manager. The incumbent will report to the Assistant Director and Program Manager.
 
Overall purpose: To provide leadership in the development, maintenance and monitoring of efficient and effective systems for the smooth operation of the day-to-day administrative and management services in the Hoedspruit office and within the USAID: RESILIM O program.
 
Tasks and Responsibilities

  1. Human Resources Management
  • Oversee the human resource management system
  • Participate in and support the various program teams with regards to recruitment matters (including selection tables, liaising with the interview panel on the second selection, interview questions, setting up the interviews, participating in interviews where possible, communicating with successful and unsuccessful candidates after interviews, letters of appointments and employment contracts)
  • Ensure that job adverts are completed, edited by the communications team and posted on a variety of websites including NGO Pulse, Water Networks, the AWARD Website and other development websites as well as our social network pages
  • Ensure that staff orientations and trainings are conducted and documentation to support the orientations are filed accordingly
  • Ensure that the time sheet management system is working and templates are updated on a regular basis
  • Overtime management for all staff members and reports where necessary to the board
  • Ensure that leave schedules are up to date
  • Support new staff members with relocationmatters
  • Support new staff members with Visa application matters
  • Participate in conflict resolution matters and disciplinary matters
  • Ensure that the human resources manual is updated whenever necessary and approval is given by the board members
  • Provide staff reports to the executive director for board meetings
  • Ensure that all job descriptions for staff members are on file
  • Ensure that all letters of appointment and supporting official letters are on file with regards to staff changes
  • Track the contract end dates for all staff members and update list accordingly. Also remind management re: contracts coming to an end on a regular basis;
  • Advise management on the changes and updates on the Basic Conditions of Employment Act, Labour Relations Act, etc.
  1. Operations and Logistics Management
  • Oversee the vehicle systems by checking and writing up the reports and status of things on a regular basis
  • Ensure that all vehicles are maintained and licenced on a regular basis
  • Ensure that the vehicle charge out rates are updated on an annual basis using the AA website and working hand in hand with the administrative assistant
  • Ensure that the vehicle fleet cards are applied for, monitored in terms of usage and liaise with Wesbank on a regular basis
  • Oversee the vehicle booking systems for AWARD and project vehicles
  • Oversee the vehicle hire system and ensure that all hired vehicles have fully comprehensive insurance cover and that all vehicles are booked as per the procedures and policies and that justifications are provided where it is not possible to book the classified levels
  • Ensure that there is liaison and oversight with service providers dealing with accommodation and travel agents (working hand in hand with the logistics assistant in this regard)
  • Liaise with estate agents with regards to AWARD project houses and office buildings
  • Review the leases, assess the risks, negotiate the annual increments and signing off of all AWARD leases on behalf of the executive director and assistant director
  • Oversight with regards to Telephone management systems
  • Oversight of internet matters, peripherals for the office ( that is, printers, scanners, routers, backup systems, etc.)
  • Support staff members in terms of the intranet file sharing systems and training and supporting new staff on this matter
  • Ensure that all staff members’ IT queries are attended to and request support from the IT team on a regular basis
  • Liaising with IT service providers on the best options in terms of compatibility of IT computers, laptops with our current systems and advising management on routes to be taking for optimum efficiency
  • Conducting anti-terrorism checks on all service providers and staff members
  • Ensure economy when purchasing AWARD or project stationery, goods and services (costs are reasonable, allowable and allocable or as per generally acceptable practices)
  • Supervision of staff
  • Ensure that the offices are clean at all times and provide oversight with regard to health and safety matters
  • Oversee the implementation of the job card systems – especially the motor vehicle matters
  • Oversee the vehicle systems by checking and writing up the reports and status of things on a regular basis
  • Office space set up and ensuring that all maintenance related matters are attended to
  1. Administrative systems
  • Ensure that there is a working system for filing all confidential documents
  • Ensure that all new staff members are orientated in terms of the necessary administrative forms to complete
  • Support the administrative assistants in creating the workable administrative solutions for day to day operations
  • Ensure that archiving  of old documents is done systematically as well as making improvements on the already archived documentation system
  • Format documents and reports whenever necessary
  • Support for logistics when the logistics admin assistant is on leave
  • Format documents and reports whenever necessary
  • Any other ad hoc and admin duties as assigned by the office manager or program manager
  1. Financial and risk management support
  • Assist with the preparation for external audits i.e. statutory, donor etc.
  • Ensure that financial policies and procedures are followed by all staff members
  • Signing off on petty cash vouchers and payment vouchers from time to time
  • Bank reconciliation sign off
  • Support the finance team with any write up on travel policies or any other policies that are closely linked with finance
  • Ensure that all assets are adequately insured as soon as we buy them
  • Facilitate the insurance claim matters as promptly as possible
  • Liaise with insurance companies to ensure that we get a value for money service which is reliableand efficient
  • Ensure that internal controls and security of the office is on the top of the priority list
  • Asset management oversight
  1. Contract management & Compliance matters
  • Review of all service level agreements on behalf of AWARD
  • Review all lease agreements for AWARD and ensure that the organization’s litigation risk is reduced
  • Understanding of donor funding rules and regulations especially USAID rules and regulations to support the RESILIM O program
  • Understand generally acceptable accounting practices and the international financial reporting standards
  • Understand the labour laws of South Africa and advise management where possible
  • Support management in terms of consultancy contracts especially those dealing with support services
  • Sub contract management and support to the programmes including deliverable tracking and payment and budget monitors for all contracts
  • Employment contracts management and advice on the updates on fixed term contracts and conditions of employment guidelines
  • Ensure that all foreign staff members have the right visas or work permits to work within South Africa and advise management on the immigration law upgrades where possible
  1. Project coordination support
  • Support internship programmes where possible
  • Coordination of all HR related matters on the internship programmes
  • Support in terms of the drafting of quarterly reports to the funders
  • Liaison with the funders of internship programmes
  • Ensuring that MOU between AWARD and the partner organization is signed off
  • Internal communications on office management issues
  • Internal communications on upcoming conferences and events
  • External communications with partners, sub contracts, consultants and service providers

Qualifications and Experience:

  • A Bachelors’ degree or diploma in business management or human resource management or related studies
  • Minimum of six (6) years’ experience in project or program administrative support, preferably in an NGO environment; or at least 8 years administrative support work in other sectors with a clear understanding of administrative and operational management systems
  • Excellent understanding of Human Resource management andbasic financial management support systems
  • An understanding of the Basic Conditions of Employment Act, Labour Relations Act, EEA will be an added advantage
  • Working knowledge of an NGO and experience with donor funded programs will be an advantage
  • USAID experience as well as USAID training will be an added advantage, but not an absolute necessity
  • Experience in managing IT consultants and an understanding of latest IT support tools and strategic thinking
  • Experience with office set up matters
  • Experience

General:

  • Attention to detail and high level of accuracy
  • Adaptability
  • Ability to liaise with project partners
  • Teamwork and collaboration
  • Computer literacy and knowledge of office software packages (Microsoft Word, Excel, Outlook)
  • Planning and organizational skills
  • Fluency in English (read, write, understand)
  • Preference will be given to persons that have experience working in an NGO environment
  • Valid driver’s licence and preferably for more than 2 years’ experience

Closing date: 20th November, 2015.

Candidates who meet the above requirements should forward their motivational letter and resume, including at least three contactable references via email to the attention of:

The Office Manager, Association for Water and Rural Development (AWARD)
PO Box 1919, Hoedspruit, 1380, Tel. 015-7930503
E-mail: kelvin@award.org.za

Note: please include the following for your referees: a reachable mobile or telephone number and a working or valid email address.

AWARD is committed to fair recruitment and selection practices and shall not discriminate on grounds of race, gender, sex, pregnancy, marital status, family responsibility, ethnic or social origin, colour, sexual orientation, age, disability, religion, conscience, belief, political opinion, culture, language and birth.

AWARD reserves the right to withdraw this advertisement at any time or choose not to fill this position or to employee from within the organization.

Location: 
Limpopo

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