About Sonke
Founded in 2006, Sonke is a women’s rights organisation that is committed to feminist principles, using a rights-based and gender-transformative approach to achieve human rights and gender justice. Our vision is a poverty-free world in which women, children, men and gender non-conforming individuals enjoy equitable, caring, healthy and happy relationships that contribute to the development of gender-just and democratic societies. Sonke strengthens governments, civil society and citizen’s capacity to advance gender justice and women’s rights, prevent gender-based violence, and reduce the spread of HIV and the impact of AIDS, and in this way contributing to social justice and the elimination of poverty.
About the position
The Office Administrator will be responsible for assisting with the smooth running of the office through effective office management. They will do this by answering the phone, directing calls, welcoming visitors, ensuring that all equipment is in working condition, that the organization has sufficient stationary and other consumables on hand and that the office is well maintained and all relevant issues have been communicated to the landlord. They will ensure that all staff queries regarding IT are resolved as soon as possible. They will especially work closely with and provide support to the office coordinator and finance unit.
Specific duties and responsibilities:
The Office Administrator will be responsible for administrative tasks in relation to the following; viz;
1. Reception
- Answers incoming telephone calls, determines the purpose of calls and forward calls to appropriate staff;
- Takes and delivers messages or transfer calls to voicemail when staff is unavailable;
- Answers any questions about Sonke and if unable to; refer to appropriate staff;
- Book boardroom/s and arrange catering when requested;
- Arrange refreshments (tea/coffee/water) for visitors to the office.
2. General administration
- Assist Office Coordinator with co-ordination of office space, office security and security systems in the organization.
- Operate the telephone management system
- Ensure all office machinery and equipment are serviced & well maintained
- Ensure office keys, access cards and parking bays are available to new staff, upon them taking up their positions at Sonke
- Manage office filing for Operations and ensure coordination of filing with Sonke’s Johannesburg office
- Assist Office Coordinator with closing of old files and archiving. Manage off-site storage.
- Assist Office Coordinator managing physical office space & attend to repairs in the building
- Assist Office Coordinator with management of entire office assets for the organization including phone system, printers and scanners.
- Assist Office Coordinator to ensure that IT assistance is provided to all staff in a prompt manner.
- Ensure that the office has sufficient stationary and consumables in stock.
- Type letters when requested to do so.
- Take minutes at the staff meetings and type up the minutes.
- Manage the info@genderjustice.org.za email address.
3. Support to Finance Unit
- Prepare payment requisitions for the organisation for authorization including rent, stationery, postage, IT, etc.
- Allocate order numbers and prepare purchase orders.
- Stamp, copy and file all financial payment requisitions.
- Attach original documents from JHB to scanned paperwork received from the JHB office.
- Assist with the audit by collating all the necessary paperwork.
- Assist finance with preparation of payment packs
- Assist finance with invoice and payment processing in Pastel when necessary
- Assist finance with document preparation for donor financial reporting
- Assist finance with digitizing documentation for submission to donors
- Save all payment requisitions on the shared drive.
4. Support for travel arrangements
- Assist with submitting travel arrangements to the travel agency when the Office Coordinator needs assistance.
5. Maintain asset register
- Assist with maintenance of the asset register of the organization as follows:
- Tag all assets with a unique number
- List all assets in an office and attach the list on the back of the door
- Add and remove assets as is necessary
- Make recommendations for disposals
- Once a year in March complete a physical count of all assets in all the offices and update the asset register and sign off together with the Finance Manager prior to the start of the audit.
- Track and maintain an asset schedule for all assets given to staff when they join Sonke and returned to Sonke when they leave Sonke.
Qualifications and experience requirements:
- Diploma in Office administration or similar
- Excellent understanding of Microsoft Office
- Understanding of basic bookkeeping
- Basic Health and Safety – First Aid
Experience and competencies required:
- Minimum of 5 years’ experience in a medium sized South African NGO or International NGOs.
- Excellent typing and word-processing skills.
- Experience in basic finance functions.
- Experience in developing and maintaining record-keeping systems.
- Integrity in carrying out job functions.
- Maturity and the ability to be flexible
- Good attention to details
- Ability to work with people on all levels
- Ability to work under pressure.
- Ability to work independently and in a team.
- Strong focus on deadlines and procedure.
- Assertiveness regarding correct practices and procedures.
- Excellent planning, time management & ability to prioritise and manage deadlines.
- Confident, assertive communicator who can work comfortably with diverse groups of people and across all levels.
- Excellent writing skills in English and preferably, but not required, another SA language.
- Reflective and open to learning.
Application Process
- Interested applicants should submit their Curriculum Vitae and a motivation letter (please provide contact details of two referees) detailing experience to Sonke’s Human Resource Unit via email to hiring@genderjustice.org.za, closing date 28 February 2023.
- For non-South Africans nationals or permanent residents, it is the responsibility of the applicant to attain a work permit from the Department of Home Affairs, and employment will depend on a valid work permit being in place.
- Sonke is committed to racial and gender transformation and encourages previously disadvantaged individuals to apply.
- If you do not hear from us by 30 April 2023 please consider your application unsuccessful.
- The organisation reserves the right not to make an appointment.
- Only shortlisted candidates will be contacted.
