Objectives:
- Provide effective office administration and secretarial support to Employees in line with specific requirements.
- Ensure that offices are presentable at all time and the required level of stationery and consumables is monitored and maintained on a regular basis to ensure that resources are always available.
- Make all travel arrangements in line with budget.
- Effectively plan and coordinate events in accordance with specific requirements while giving due consideration to financial implications and limiting overspend.
- Receive, record and recon purchase orders, fleet card and credit card spend on a monthly basis.
- Provide administrative support to the Technical Officer by preparing and distributing auction data timeously thereby ensuring the smooth running of auctions.
- Grade 12
- Admin Secretarial qualification advantageous
- 4 years in a secretarial / admin / role
- Reception experience
- Event planning advantageous
- Courier
- Event planning
- Flight bookings and accommodation for all local travel
- Catering
- MS Word essential
- Adobe
- SMS Portal
- Mailchimp communication platform
- Patience
- Learning orientated
- Tech Savvy
- Typing skills
- High attention to detail
- Teamwork
- Strong supportive nature
- Highly conscientious and deadline driven
- Analytical Approach
- Strong interpersonal skills and soft skills
- Able to multi-task
- MS Office
- Communication Skills
- Problem Solving Skills
- Planning and Organising skills
- Typing skills
- Not easily distracted
- Flexible
- Professional manner and adaptable
- Show initiative and take action
- Documenting Facts
- Pursuing Goals
- Examining Information
- Upholding Standards
- Resolving Conflict
- Providing Insights
- Thinking Positively
- Directing People
- Valuing Individuals
- Establishing Rapport
- Interacting with People
- Conveying Self-Confidence
- Receiving guests at MHQ.
- Responsible for all general offices matters.
- Arranging catering for all office meetings and functions
- Responsible for the company telephone and switchboard. Company cellphone used for sending communication and newsletters to farmers and Empowerment Trust (via Telegram and WhatsApp).
- Load new contact details onto the company cellphone and control document (Excel)
- Scheduling of Zoom Meetings.
- Assist with Empowerment Trust admin as and when required
- Sending parcels via courier national and international
- Secretariat responsibilities signing of documents, signing as witness on financial documents, etc.
- Assist Retail Assistant manage retail shop when Retail Assistant is on leave or during lunch. Distribute weekly newsletters via WhatsApp and telegram
- Update Newsletter mailing list/contact list (as instructed/forwarded by Jackie)
- License renewal of vehicles get all paperwork ready one month prior to renewal
- General Office matters include, but is not limited to the following:
- Office is always clean
- Responsible for purchasing of office groceries, office stationery etc.
- Responsible for all Printers. Monthly meter readings to be sent to Nashua.
- Lift Maintenance
- If any stock missing or out of stock then need to replenish what is needed.
- All maintenance requirements
- Assist with planning of relevant events including directors/trust meetings
- Plan and organise annual prize giving's etc. These are big international name brands
- Book accommodation for staff, directors/trustees as and when required
- Book vehicle hire for staff as and when required.
- Travel arrangements including visa applications for all staff.
- Compile sustainable certificates and Empowerment Trust Certificates as required
- Assist brokers with information as required. Sustainability information.
- Updating mailing lists iro SMS list, newsletters and auction mailing lists
- For Catering: all arrangements made and food ordered from supplier.
- For Events: plan and coordinate events in accordance with specific requirements while giving due consideration to financial implications and limiting overspend.
- Compile certificates as per template
- Making out purchase orders for all invoices.
- Obtain statements for relevant month end payments to accompany the month end invoices and orders.
- Monthly credit card slip recon.
- Monthly fleet card slip recon.
- Obtain quotes as and when needed. Proof of payments sent to creditors.
- Obtain signature from relevant Manager. Load details on PO Template. Original purchase order submitted to accounts and copy kept on record.
- Managers to complete control sheet. Recon monthly control sheet to credit card statement
- Staff to complete book in fleet vehicle and capture odometer reading. Recon monthly control sheet to credit card statement.
- For quotes, contracts in place for specific requirements. If new supplier needed, obtain quotes in line with budget.
- Capturing auction data as received from technical officer.
- Checking / inputting prices on auction day.
- Assist with the auction report on auction day and sending auction SMS out.
- Compile RMS/sustainable spreadsheet after every auction (two excel spreadsheets).
- Typing minutes of all important meetings.
- Assist General Manager with preparing board packs for all meetings.
