Soul City: Office Administrator

Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Monday, 28 May, 2018
Opportunity type: 

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 Office Administrator to be based at Khayelitsha Metro East in Western Cape.

Report to: Provincial Manager

Duration: Two years’ fixed-term contract

The purpose of the position is to provide general office administrative support and assistance to the Manager to enable the achievement of the deliverables for the Province or District.


Travel Management

  • Coordinate travel bookings for the Manager in terms of Soul City Institute’s procurement policy and procedures
  • Manage the relationship with the travel agent
  • Ensure cost efficiency and value for money with respect to bookings

Diary and Telephone Management

  • Diary management, schedule and coordinate internal and external meetings and workshops.
  • Telephone management, receive and screen calls, take comprehensive messages and relay messages timeously to appropriate people
  • Ensure proper control of visitors onto Soul City Institute’s premises
  • Ensure that reception is welcoming and is efficiently attended to at all times between 08:30 and 16:30
  • Ensure that the switchboard is operational by 8:30am
  • Ensure that all visitors sign the visitors’ register
  • Ensure that the reception area is clean and tidy at all times and provides a welcoming environment
  • Ensure that the whereabouts of staff are known to facilitate answering of calls
  • Answer incoming phone calls by the third ring in a professional and friendly manner

Document Management and Filing

  • Screen and deal with (action/reply/redirect where appropriate) incoming correspondence, faxes, enquiries and requests
  • Control incoming and outgoing mail and packages and ensure that they are appropriately recorded
  • In consultation with the Manager, disseminate information and/or documents on behalf of the office.
  • Maintain accurate and up to date filing records for the office
  • Collect and forward all monitoring and evaluation data and reports timeously as set up by the Monitoring and Evaluation Manager
  • Handle confidential and sensitive documentation
  • Assist with the coordination, receipt, checking and submission of invoices to the finance unit and/ or Senior Manager in order to facilitate timeous payment
  • Organise photocopying, printing, binding and deliveries approved couriers

General Administration

  • Liaise with internal and external stakeholders
  • Organise logistical (venue, catering, audio visual equipment, stationery, travel) and other requirements (distribution of agenda, minutes, reading material) for workshops and meetings
  • In consultation with the Manager, draft correspondence on behalf of the office
  • Prepare and type correspondence, minutes, reports and other documents as required
  • Prepare PowerPoint presentations
  • Prepare order and issue stationery for the office
  • Prepare and submit back up leave records for the office to the HR unit
  • Develop and maintain an accurate stakeholder contact database
  • Coordinate provincial/ district meetings
  • Keep the office clean and neat all the time
  • Prepare refreshments and drinks for meeting and clear rooms after meetings
  • Ensure that utensils, cutlery and crockery is clean and ready for use for all meetings

Human Resources Management

  • Take ownership and accountability for all deliverables and responsibilities assigned to the position of Office Administrator
  • In consultation with the Manager, identify own training and coaching requirements to achieve optimal performance
  • Contribute to the development of a committed Programmes team with individuals who work well together and provide each other with mutual support, assistance and cooperation
  • Comply with all HR policies and procedures


  • A SAQA recognised diploma, degree or equivalent qualification in Administration/Secretarial Competence
  • Minimum of one year’ administration or secretarial experience
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook)
  • English verbal and written communication skills
  • Planning and organisation skills
  • Meticulous and ability to pay attention to detail.
  • Interpersonal skills
  • Ability to multi-task and prioritise
  • Work ethic and positive “can-do” attitude
  • Self-motivated, a self-starter and able to work with limited supervision
  • Discrete and able to deal with sensitive information in a confidential and professional manner
  • Honesty and integrity

To apply, submit your CV and motivation letter to

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

This is an internal and external advert.

For more about the Soul City Institute for Health and Development Communication, refer to

For other vacancies in the NGO sector, refer to

Western Cape

NGO Services

NGO Services