VACANCY IN CAPE TOWN FOR AN OFFICE OPERATIONS MANAGER WITH A LARGE INTERNATIONAL HEALTH NGO: POSITION DESCRIPTION: The incumbent will work in the Africa Office under leadership of the Operations Director of the Africa Office. This Office is responsible for the support of clinical development, operations and endpoint laboratory for clinical trials conducted by the organisation. As Office Operations Manager, the incumbent will be responsible for supporting the Africa Leadership Team, assisting the Human Resource needs of the Africa Office staff, performing office facilities management, supervising the office general assistant, arranging travel for staff as needed, meeting and conference planning support, providing back up to finance staff in support of Africa office staff and supporting activities to enhance organisational culture within the Africa Office. DUTIES AND RESPONSIBILITIES: The incumbent in this position will be required to manage the day to day running of the Africa Office Facility with minimal supervision. Specific responsibilities include the following: 1. Provide assistance to the Africa Leadership team timeously and accurately. a. To manage and schedule all leadership team meetings and appointments. b. To assist the leadership team with internal and external communication and preparation for meetings. c. To ensure that all business documentation is filed timeously, accurately and kept current. d. Assist with compilation and filing of Africa presentations. e. To assist leader ship team in setting up interactions with stake holders. f. To ensure that external queries are appropriately forwarded and addressed. g. To schedule relevant meetings and ensure that agendas and minutes are appropriately recorded, circulated and filed. 2. To assist with human resources requirements and administration for the organisation. a. Supports recruitment of new employees in conjunction with line managers and HR team. b. Coordinate and manage induction and on-boarding of new staff. c. To ensure that new staff have the necessary equipment, stationary, security tags and parking allocations. d. Facilitate and manage staff benefits (medical aid, pension fund and disability fund). e. Ensure that the recruitment is in line with the organisational policies and that HR protocols and South African Labour laws are adhered to. f. To assist line managers with creating and maintaining staff training files and staff records. g. To coordinate the staff wellness program and keep record, of staff wellness activities and appropriate reward payments where due in conjunction with line managers h. Facilitate introduction of new procedures and communication through documentation memos to the organization i. Maintain and track staff timesheets and leave records in collaboration with line mangers. j. Support labour relations activities such as workman’s compensation and registration for unemployment where required. 3. To effectively and efficiently manage the office facility. a. Support budget development and maintenance of office budget in collaboration with the Operational Directors. b. Provide monthly report on general office expenditure and administration of petty cash. c. Ordering of office stationary and office supplies. d. Coordination and record keeping of office layout changes and all office maintenance. e. Coordination of service and maintenance of office equipment. f. Support development, management and implementation of procedures and policies including use of appropriate transport companies, travel agents, accommodation, etc. g. Handling of telecommunication and IT maintenance and support suppliers. h. Sourcing of venues for meetings i. Coordination of meeting room bookings. j. Directing all incoming calls where required. k. Receiving visitors and connecting them with the appropriate staff. l. Ensuring refreshments are provided to guests as appropriate. m. Facilitate staff meetings through scheduling of the meeting, circulating the agenda, taking of minutes and circulating and filing minutes. 4. To effectively direct work of general office assistant a. Assign and monitor General Assistant’s tasks. b. Coordinate and execute performance reviews for General Assistant. c. Ensure that the General assistant has a development plan. 5. To execute and manage staff travel requirements and assist with other tasks allocated. a. Book and schedule air tickets, accommodation and car hire according to company policy for staff. b. Check flight times, routing, etc. and discuss with travelling staff member. c. Identify when visas might be needed and facilitate application process d. Ensure that all travel advance requests are communicated to the finance team. e. Assist with travel arrangements for guests where required. 6. To assist with local conference / meeting preparations in collaboration with other administrative staff and operational teams. a. Coordinates meetings / conference activities in collaboration with external affairs and operations. b. Facilitation of guest speakers in collaboration with leadership team c. Coordinate the printing of materials and hand-outs as needed for meetings and conferences d. Supports the booking of conference and meeting venues. e. Supports shipment of materials to the required conference / meeting venue. 7. To provide back-up to the finance staff. a. Assist finance manager and operational director in preparation for financial audits. b. Supports the finance manager where required. c. Act as a back-up for the finance manage by loading payments on the Solomon system, dealing with finance queries and reviewing travel advance expenditures when required. 8. Embracing Organisational Culture. a. Show commitment to organisational goals. b. Comply with organisational code of conduct. c. Show initiative and dedication. d. Be perceived as a team player and treat colleagues with respect and dignity. e. Show problem solving abilities and able to work effectively in a crisis. f. Behave in a manner that enhances the organisations reputation. g. Meet deadlines and show accuracy and quality of work and have the ability to work independently. The following areas of expertise and qualities are required: • Bachelor’s degree or diploma in business administration and or financial management or equivalent with at least 4 years experience in a relevant related field. • Strong interpersonal skills • Experience and knowledge administrative management • The successful applicant should possess a valid driver’s license and own transport and be prepared to use it for work purposes when necessary • The successful applicant should be prepared to travel locally and internationally as the need arises. • Sound knowledge of business administration, accounting and budgeting. • Good English written, verbal and electronic communication skills • Good command of Computer skills including MS Word, Excel, Outlook and calendar management • Flexibility, adaptability, proactive and eagerness to learn new skills The following areas of expertise are desirable • Experience as HR activities • Experience working in a clinical research organisation. • Experience in report writing • Good Afrikaans, Xhosa and or French written, verbal and electronic communication skills • Experience in the use of common financial and data management computer software programs e.g. Pastel, SAPS, Excel, etc. • Experience and knowledge of financial auditing Suitable candidates can send a CV to MARAISBUTTON AND ASSOCIATES. E-mail: [email protected] Only shortlisted candidates will be contacted.
Posted on: Thu, 17 Jul 2014 06:04:38 +0000
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