Key Responsibilities:

1. Administration:

• Manage the daily administrative functions of the Association, ensuring smooth and efficient operations.
• Serve as the primary point of contact for internal and external communications, including handling calls, emails, and correspondence.
• Organize and maintain office records, including filing systems, both physical and electronic, ensuring that all documents are easily accessible.
• Coordinate logistics for meetings, seminars, conferences, and other events, including booking venues, arranging transportation, and preparing necessary materials.
• Assist in the onboarding process for new employees, including organizing orientation sessions and preparing necessary documentation.
• Monitor and manage office supplies, ensuring that the office is well-stocked with necessary materials and that inventory levels are maintained.
• Oversee the maintenance of office equipment and facilities, coordinating repairs and ensuring the workspace is clean and functional.
• Assist in the coordination of committee meetings, including preparing agendas, taking minutes, and following up on action items.
• Support human resources functions, including tracking employee attendance, managing leave requests, and maintaining personnel records.
• Ensure compliance with organizational policies and procedures, providing support to staff as needed.

2. Basic Accounting:

• Maintaining accurate records of petty cash, ensuring proper documentation of all transactions.
• Prepare and process vouchers for payments, ensuring that all financial transactions are recorded accurately.
• Support the Finance and Administration Specialist in preparing budgets and financial reports.
• Assist with the reconciliation of bank statements and other financial documents as required.
• Handle basic payroll functions, including the preparation and distribution of pay slips.
• Support the management of accounts payable and receivable, ensuring timely payment and collection.

3. Coordination and Support:

• Work closely with the Finance and Administration Specialist to ensure alignment of administrative and financial tasks with the overall goals of the Association.
• Provide administrative support for project-based work, ensuring timely completion and adherence to project timelines.
• Assist in the preparation of reports and presentations for internal and external stakeholders.

Person Specification:

• Full Grade 12 Certificate.
• Diploma in Business Administration, Accounting, or a related field.
• At least 2 years of relevant work experience in an administrative role, with basic accounting responsibilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with accounting software (e.g., Pastel) is an advantage.
• Strong organizational skills with attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks simultaneously and work under minimal supervision.
• A proactive team player with a positive attitude.