Main purpose of the role
The Project Administrator will organise and coordinate all operational and office administration activities, in order to ensure organisational effectiveness, efficiency, and safety of our equine and canine sanctuary. The Project Administrator is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office, housekeeping and grounds staff supervision, and task delegation.
The successful Project Administrator is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative and operational duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an organisation of diverse people.
The role requires that the incumbent be comfortable working in a farm environment, based in Philadelphia, Cape Town.
Operations and Support Functions:
· Coordination of daily, weekly and monthly task lists for Housekeeping / Grounds staff
· Ensure that all common areas, public areas, amenities and staff accommodation are kept neat, tidy and clean
· Organise Sanctuary operations and procedures and keep staff up to date
· Design, implement and oversee adherence to operational policies and procedures
· Conduct meetings with maintenance and housekeeping departments to review workloads and expectations and ensure task due dates are adhered to
· Address employee’s queries regarding office management issues (e.g., stationery, supplies, travel arrangements etc.)
· Liaise with facility management vendors, including cleaning, catering and security services
· Keep a database of all service providers
· Plan in-house or off-site activities, like parties, celebrations, and conferences
· Purchasing and procurement - Liaise with Managers to order stationery, equipment, stock etc.
· Manage contract and price negotiations with office vendors, service providers and office resource suppliers
- Address employees’ queries regarding office, project and sanctuary management issues
- Organize office, farm maintenance and housekeeping operations and procedures
- Design, implement and oversee adherence to operational policies and procedures
Financial Administration Support Responsibilities:
- Ensure the Gem property and all its assets are kept safe at all times
- Liaise with insurance and security companies to make sure their services are up to date
· Preparation and submission of all financial administration and accounts
· Management of Petty cash
· Financial Reporting to Financial Manager
· Preparation and ongoing review of Gem Project Cape Town budgets with ALL departmental managers
· Audit preparation – Assist Financial Manager with audit process
· Manage all financial risk and develop early warning systems
· Manage and supervise all procurement, ensuring alignment with organizational policies
· Stock/Inventory/Asset Management – ensure that system processes are followed to ensure the verification of all stock/inventory/assets. Specifically, to eliminate loss.
· Fundraising – Network with new and existing contacts for possible fundraising and partnership opportunities, in collaboration with Managers
HR Support Responsibilities:
· Assist with capturing and filing of Staff skills Audits
· Scheduling of necessary staff training as required by Managers
· Tracking and capturing of all training for reporting purposes
- HR administration: Update and maintain all HR, office policies and legislative compliance policies as necessary
- Assist in the orientation and intake process for new employees
- Manage disciplinary processes and procedures
- Maintain Employee records
- Assist with employee recruitment processes
· Manage, maintain and report on matters pertaining to staff leave, attendance records and registers
· Payroll – Manage, process, maintain and submit all matters pertaining to payroll, to The Financial Manager
· Monthly reporting to all Managers regarding staff HR Administration
· Contracts management – ensure that all HOD’s are notified of expiring contracts and are timeously renewed or terminated
Administrations Responsibilities:
· Day to day departmental administration and sanctuary management support services
· Communication, calendar and diary management
· Support staff with administration of new projects
· Liaise with staff to collect and collate
- Weekly reports
- Monthly reports
- Quarterly reports
· Collect and collate information required for any other reporting purposes
- Maintain digital filing system for all Policies, procedures, protocols, reporting etc.
- Collate, maintain and update databases for all necessary and essential contacts to ensure the smooth running of the sanctuary. Database to include: Vendors, service providers, vets, doctors etc.
· Administration, compliance, PR and marketing of events
· Research, update and maintain all social media platforms relevant to the sanctuaries
· Front Office responsibilities including running of reception area
· Ad Hoc tasks and responsibilities as required by The Centre Manager
Partnership Development, Fundraising and Donations Responsibilities:
· Research and scope potential and develop new partnerships to with local authorities, funders, partners, like minded organisations, NGO’s, stakeholders where relevant to the project programs
· Leverage technical and/or in-kind resources for program implementation, where possible
· Create and maintain a fundraising and partner database
· Spearhead fundraising initiatives and drives
· Research, create and maintain a database of volunteers according to sanctuary manager needs
· Manage and log all donations for both sanctuaries and liaise with relevant managers
Essential Skills and Competencies
Proven office management and administrative skills
Excellent spoken and written English proficiency
Knowledge of office management responsibilities, systems, and procedures
Excellent time management skills and ability to multitask and prioritize work
Strong organizational and planning skills
Excellent computer proficiency and solid Knowledge of MS Office
Knowledge of accounting, data, and administrative management practices and procedures
Knowledge of human resources management practices and procedures
Excellent administration abilities (Compliance, Human Resources, policies, procedures, reports, finance, budgets)
Health and Safety Management
Fundraising, presentations, partnership development and networking experience
Valid Driver’s license
Own Transport
Must be able to start immediately
Desirable skills
1. Community Outreach experience
2. Understanding, knowledge and ability to use multiple social media platforms
3. Understanding and/or experience of the NGO environment and legislative compliance requirements
4. Community based experience, working with vulnerable youth
5. Afrikaans and Xhosa proficiency
Qualifications, training and experience required:
· HET/FET Qualification
· A minimum of 5 years’ experience in an NGO or similar environment
· Proven senior level management experience in managing and leading a multi-disciplinary team;
· Sound understanding of the South African regulatory environment;
· Valid drivers’ license and own vehicle essential;
· English language proficiency
Salary is commensurate with skills and experience.
Job Type: Full-time
Application Question(s):
License/Certification:
- Drivers License (Required)
Expected Start Date: 2024/11/01
