Soul City: Administration Manager

Soul City Institute
Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Thursday, 22 March, 2018
Opportunity type: 
Employment

Soul City Institute is a Social Justice organisation that focusses on Young Women and Girls and the project access to resources that enable them to reach their full potential and take their rightful place in society. It is an organisation that promotes a just society and ensures equal treatment and respect for basic human rights.

Soul City Institute seeks to appoint an Administration Manager, to be based in Johannesburg.

Report to: Chief Operations Officer

Duration: two years’ fixed-term contract

The purpose of the position is to lead, manage and oversee the administrative operations as well as the provision of efficient and effective facilities services for Soul City Institute.

Responsibilities:

Office Management

  • Oversee the day to day operations of the office, including ordering supplies, and scheduling maintenance of the office’s equipment and computers
  • Plan and coordinate administrative procedures and systems and device ways to streamline processes
  • Ensure smooth and adequate flow of information within the organisation to facilitate other business operations
  • Manage schedules and deadlines
  • Keep abreast with all organisational changes and business developments 

Facilities Management

  • Oversee and ensure that the organisation's facilities and infrastructure are run efficiently and effectively
  • Oversee facilities services, maintenance activities and tradespersons
  • Organise and supervise office activities such as recycling, renovations and events planning
  • Monitor and oversee compliance with Soul City Vehicle use Policy
  • Manage all contracts and SLA’s relating to facilities service providers

Asset and Inventory Control

  • Oversee and ensure inventory records are up to date
  • Ensure that all assets are tagged
  • Ensure that an annual count is undertaken
  • Exercise control over mobile equipment
  • Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
  • Oversee and ensure that all assets are adequately insured and regularly review and update insurance portfolio
  • Ensure that insurance claims are timeously submitted
  • Ensure that travel insurance declarations are submitted monthly

Financial Management/Governance

  • In consultation with the Chief Operations Officer, prepare the annual budget for the Facilities and administration unit
  • Prepare expenditure projections as and when required
  • Monitor monthly actual expenditure against budgets, identify variances and ensure that the necessary follow up action is taken
  • Comply with all financial policies and procedures (including procurement)
  • Manage service providers/suppliers in accordance with the terms and conditions of the relevant contracts
  • Undertake spending with due regard to value for money and ensure that service provider pricing is competitive
  • Identify and adequately manage internal and external high level risks to the organisation and programmes
  • Prepare documents and presentations for management, donor and Board requirements

Human Resources Management

  • Engage with the administration and facilities team on the organisation’s vision and values to ensure a shared understanding
  • Recruit and train personnel, as well as allocate responsibilities and office space
  • Effectively direct, guide and manage the administration and facilities team to ensure maximum efficiency
  • Develop the capacity of the administration and facilities team to ensure that they have the necessary knowledge and skills to perform their functions optimally
  • Hold the administration and facilities team accountable for all deliverables and responsibilities.
  • Take ownership and accountability for all deliverables and responsibilities assigned to the Admin Manager position
  • In consultation with the Chief Operations Officer, identify own training and coaching requirements to achieve optimal performance
  • Contribute to the development of a committed administration and facilities team with individuals who work well together and provide each other with mutual support, assistance and cooperation
  • Comply with all HR policies and procedures
  • Participate in the management of the organisation

Requirements:

  • A degree, diploma or an equivalent qualification in administration, facilities management or related field
  • Minimum of five years’ experience in office administration/facilities management
  • Minimum of three years’ experience managing budgets and finances
  • Minimum of three years’ supervisory experience
  • Willingness to work after-hours and over week-ends when required
  • Proficiency in Microsoft Office - including (Word, Excel, PowerPoint and outlook)
  • Strong Knowledge of Occupational Health and Safety
  • Experience of Facilities Management
  • English verbal and written communication skills
  • Communication skills in other South African languages would be an added advantage
  • Report writing skills
  • Interpersonal skills
  • Strong planning and organisational skills
  • Team player
  • Self-motivated, a self-starter and ability to work with limited supervision
  • Ability to multi-task and prioritise
  • Ability to work under pressure and meet deadlines
  • Ability to use own initiative and take ownership of his/her tasks
  • Ability to analyse and evaluate data and information
  • Strong problem solving and negotiation skills
  • A passion for providing an excellent, customer friendly service
  • Willingness to provide hands on supervision
  • Ability to generate and adapt creative ideas and solutions to improve performance
  • Valid Driver License
  • Own transport

To apply, submit your CV and motivation letter to recruitment@soulcity.org.za

Please quote the source of this advertisement in your application - NGO Pulse Portal

For more about the Soul City Institute for Health and Development Communication, refer to www.soulcity.org.za

For other vacancies in the NGO sector, refer to www.ngopulse.org/vacancies

Location: 
Johannesburg

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