Junior Office Administrator

PEACE CENTRE SEEKS AN EXPERIENCED JUNIOR OFFICE ADMINISTRATOR

The Peace Centre has been a pillar in promoting peace and justice in South Africa. Originally created to challenge Apartheid, we now focus on addressing the roots of violence in communities, particularly in schools and under-resourced areas.

Rebuilding since the impact of COVID-19 on operations, The Peace Centre is working to find ways to continue its mission of fostering peace, equality, and justice, aligning with South Africa’s democratic values. Our work aims to empower vulnerable communities, offering support and building resilience to break the cycle of violence.

Our current focus is on anti-bullying support in schools.

JOB DESCRIPTION

Key Responsibilities
1. Reception and Office Management
- Welcome and assist visitors professionally.
- Maintain a tidy, organized office environment.
- Keep a visitor register.
- Manage the appointment diary (meetings, boardroom bookings).
- Oversee facility bookings, ensuring payments are collected and recorded.

2. Administrative Planning and Reporting
- Submit weekly work plans in collaboration with the Chairperson.
- Prepare weekly reports on tasks and progress.
- Arrange appointments for Board members.

3. Correspondence Management
- Organize incoming emails and correspondence.
- File correspondence systematically.
- Acknowledge receipt of items promptly.
- Refer correspondence to relevant persons for follow-up.
- Implement follow-up systems and track progress.
- Securely file reports and important documents.

4. Board Support
- Organize and file Board-related correspondence.
- Assist in monitoring Board resolutions and performance.
- Take or transcribe meeting minutes.
- Support Board members with scheduling.
- Maintain organized documentation for effective communication.

5. Database Development and Maintenance
- Maintain existing contact database.
- Compile lists of current, past, and prospective contacts.
- Develop stakeholder lists, including “Friends of the Centre.”
- Conduct research for new members, partners, and funding sources.

6. Financial Compliance
- Review and follow up on invoices for accuracy.
- Categorize and file invoices systematically.
- Distribute invoices for review and approval.
- Submit financial documents to the Treasurer.
- Ensure supporting documents are attached before processing payments.

7. Environmental Scanning
- Stay updated on relevant trends and issues.
- Assess their impact on the Centre’s activities.
- Highlight pertinent issues to leadership or committees.

8. Property Management
- Act as liaison with tenants.
- Address tenant concerns promptly.
- Report property issues to the Board.
- Monitor lease agreements and utility payments.
- Coordinate maintenance and repairs, sourcing at least three quotes.

9. Project and Administrative Support
- Support facilitators in program implementation.
- Track project milestones and deadlines.
- Prepare and file project reports.
- Schedule project meetings, agendas, and minutes.
- Manage project resources and budgets.
- Support relevant staff by preparing updates for sponsors/donors on project progress.

Key skills and competencies
• Strong organizational and record-keeping skills
• Excellent written and verbal communication skills
• Ability to work independently, consult when required, and collaborate where necessary
• Proficiency in scheduling and minute-taking
• Attention to detail and accuracy in financial compliance
• Ability to manage databases and conduct research
• Liaison and coordination skills for property management
• Supportive skills for project and administrative tasks
• Computer literacy and proficiency in Microsoft Office software non-negotiable

JOB DETAILS

Remuneration: R8000.00 per month
Working Hours:5 days per week, from 9 am to 3 pm

This is a short term three month appointment, and candidates should be available to start immediately.

Please send your full CV with three referees, and a cover letter motivating your suitability for the position