Save the Children South Africa: Receptionist and PA to Provincial Manager

Save the Children South Africa
Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Friday, 24 August, 2018
Opportunity type: 
Employment
Permanent:                                                  15 month fixed term contract
Reports to:                                                   Provincial Manager
Base:                                                              Free State Provincial Office (QwaQwa)
Child Protection Level:                             3
Job Grade level:                                          5
Travel Requirements:                                None
Budget Responsibilities:                            None

JOB PURPOSE:
The Receptionist and Personal Assistant to the Provincial Manager is responsible for providing general administrative support to the Save the Children South Africa (SCSA) office in Phuthaditjaba, Thabo Mofutsanyane District in the Free State. The incumbent will assume responsibility for providing administrative support to the Provincial Manager by taking his calls, managing his calendar, arranging his travel and general filing duties. The incumbent will also assist with the day-to-day administration of the office including, but not limited to, attending to reception, switch board operations and general administration duties relating to Human Resources, Assets, Accommodation bookings and Office stationery.
 
The Receptionist and Personal Assistant to the Provincial Manager will report directly to the Provincial Manager, but will also be guided by the Support Services Manager in her / his work.

Key accountabilities

  • Conduct switchboard operations professionally by answering calls made to the office in a timeous and courteous manner and relaying messages accurately;
  • Perform reception duties by receiving guests in a friendly and helpful manner and recording their visit in the Visitor’s register;
  • Provide a point of contact between Save the Children and its partners, including receiving and transmitting telephone messages and written communication;
  • Arrange accommodation bookings  for staff members in a timely fashion;
  • Regularly attend to the post box for written communication;
  • Submit requisitions for stationery and consumables on behalf of the office;
  • Oversee the use and maintenance of central office equipment and report faults to the Support Services Manager;
  • Maintain and update an accurate Asset Register;
  • General support to staff with photocopying and collation of workshop materials;
  • Maintain and update the contact list for the office;
  • Perform any administrative duties or other duties of similar nature as required by the Support Service Manager or the Programme Manager from as and when required.

Knowledge, Skills & Attributes
The incumbent must demonstrate the following skills:

  • Excellent communication and inter-personal skills in working in a diverse multi-cultural environment;
  • Excellent organisational skills with the ability to multi-task and prioritise tasks;
  • Effective time management;
  • Effective verbal and written communication skills;
  • Honesty, discretion and being trustworthy;
  • Flexible; and
  • Passion for the well-being of others.

Minimum requirements
The following are the minimum expected qualifications and experiences. Anything else is an added advantage:

  • Matric Certificate;
  • National diploma in Business/Office Administration or equivalent qualification;
  • At least 2 - 3 years’ reception experience (NGO experience will be advantageous);
  • Proficient in speaking and understanding English and Sesotho a minimum requirement;
  • Strong organizational and office management skills;
  • Excellent Computer Skills with proficiency in Microsoft Office (Word, Excel and PowerPoint);
  • Excellent verbal and written communication skills in English, ability to inform and engage through written communication;

 
Send applications to ebramley@savethechildren.org.za

Location: 
Free State

NGO Services

NGO Services