General Assistant / Administration Clerk

Posted on May 3, 2021 by Jobcare

General Assistant / Administration Clerk

INTERNAL\EXTERNAL ADVERTISEMENT
Administration Clerk / General Assistant – 1 Year fixed term contract
Thabazimbi Y- Centre – Limpopo

The New loveLife Trust is an NGO that campaigns with nationwide community level outreach and supports programmes that promote healthy, HIV-free living among South African teens. LoveLife has reached unprecedented scale in implementing cutting-edge comprehensive and combined social behaviour change programming face-to-face with adolescents. The Trust is looking to recruit a suitable candidate to provide efficient and effective administrative support and cleaning services to the Centre. The successful applicant would be required to fulfil the following primary functions in a professional manner and with technical excellence:
– General Administration & Reception duties
– Answering the telephone, deal with basic queries and referrals;
– Taking messages and follow-up;
– Send and receive faxes, record and distribute;
– Record incoming mail, date stamp all items and distribute accordingly;
– Welcome visitors, direct them to the appropriate person(s) or deal with queries;
– Ensure that staff whereabouts are known;
– Maintenance of Y-Centre daily staff attendance register, to be submitted to Administration Manager monthly;
– Ensure that the reception area is kept neat and tidy;
– Typing of regional documents e.g. correspondence; minutes of meetings; proposals, etc.;
– Filing and photocopying of documents as required;
– Bookkeeping-Control petty cash and record the petty cash transactions in the region;
– Pay all accounts and prepare cheques for signing (ensure accompanied by valid invoices and requisition forms);
– Ensure regional office requisitions adhere to the National procurement policy
– Load all requisitions and submit for authorization to Administration Manager
– Preparation of petty cash reconciliation and submit to Administration Manager
– Assist with preparation of finance file with all supporting documents and submit to Administration Manager for sign off.
– Ensure all financial documents are photocopied and filled;
– Assist with running of errands for regional office;
– Ensure compliance to financial controls and contribute to reviews of financial policies;
– Support Administration Manager in ensuring that the regional staff are kept abreast of any organisational communication;
– Ensure communication to all staff in relation to booking confirmations and/or cancellations
– Monitoring and Evaluation
– Maintain a filling system for monitoring data;
– Site & Asset Management
– Ensure vehicle log books are filed properly and accordingly;
– Ensure that accidents/theft/damage to vehicles are reported appropriately;
– Reception duties- Assisting with answering calls at reception
– Servicing visitors by backing up the receptionist
– Faxing and photocopying duties
– Receiving and delivering mail
– Always ensure the publication stand at reception is always full
– Preparing meeting rooms before and after meetings
– Ensure all offices, reception and corridors are kept tidy at all times in line with Health & Safety Standards requirements
– Ensure standards of hygiene are maintained and risk of contamination is minimized.
– Empty and wash out bins in all offices
– Kitchen & Catering duties
– Keep the kitchens clean and wipe around kitchen surfaces
– Washing of dishes and utensils
– Check diary for meetings planned and prepare teas and refreshments for all meetings
– Assist with catering at office functions and events
– Toilet Cleaning-Clean lavatory basins with appropriate cleaner provided
– Ensure toilets are clean at all times
– Refill towels in each dispenser
– Support Services and Administration
– Assist departments with filling as requested

– Check if all windows are closed at the end of the day
– Assist with office functions preparations as requested
– Arrange furniture in meeting rooms
Suitable candidates will need to satisfy the following requirements:
– Relevant tertiary qualification
– 3 years Office Administration experience
– 1-year Administration & Bookkeeping experience
– Basic finance management
– Customer Services
– Communication and interpersonal skills
– Local language proficiency
– Time management skills, Problem solving
– Ability to interact with people at all levels
– Ability to use office equipment such as fax and copy machines
– Ability to work as part of a team
– Attention to detail, Computer literacy
– Ability to coordinate activities
Total remuneration package: R7 352 per month
Please forward a summarised CV (no certificates) via e-mail to: recruit@lovelife.org.za to reach loveLife National Offices no later than 08 May 2021.

Please note that:

  1. The New loveLife Trust reserves the right to amend and/or withdraw adverts at any time without notification.
  2. If you do not receive any feedback on your application within six weeks from the closing date, please consider your application unsuccessful.
  3. PLEASE INDICATE THE POSITION YOU ARE APPLYING FOR IN THE SUBJECT LINE OF YOUR EMAIL

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