MAIN PURPOSE OF THE JOB

Support the delivery of a consistently excellent customer experience acting as the first point of client contact at the provincial office.
In addition, responsible for the daily handling and reconciliation of petty cash and financial and general administrative duties to support the Provincial Manager and other staff in accordance with established procedures, guidelines and schedules.
Daily activities within the Provincial Office include reception, switchboard, fleet and asset management.

Key Performance Areas
Office administration and secretarial duties

Maintain office filing and storage systems and keep filing / document management system up to date
Create list of documents to be destroyed as part of the annual document clean-up process.
Monitor and order office supplies such as stationery ’ refreshments etc.
Maintain supplier vendor list.
Open, sort, and distribute incoming mail, and prepare outgoing mail as directed.
Perform errands that assist daily functions e.g. post office and banking.
May be required to perform additional secretarial duties.
Attend meetings and take the minutes as and when required.
Type documentation, letters and memorandums, minutes and reports as and when required.

Perform reception and switchboard function

Meet and greet clients, ensuring that clients are directed to the appropriate individual
Answer telephones, direct calls, take messages and return calls as appropriate
Responsible for directing of general queries to the appropriate individual.

Support financial and payroll administration

Asset Control and Purchase
Keep and update records of all assets in building and submit to Head Office to ensure that all items are bar-coded.
Periodically conduct stock take and update records to ensure balancing.

Payment Requests

Prepare request for payments requisition together with supporting documentation; i.e. invoices, reports, memos, letters, client (financial statements) and other documents, as directed by the Provincial Manager.
Provide documentation sourced from files and records as requested.
Provide information for auditing purposes as directed by Provincial Manager.

Update all the relevant registers:

Remittance register
Bond, Section 14, ISF and Production loan registers
Motor vehicle register
Petty cash register

Perform procurement related activities:

Arrange with Procurement for the office building maintenance and repairs
Prepare requisitions and memo’s to the head office for maintenance and purchase approvals

Support fleet management including:

Service schedules
Booking of cars
Reconciling mileage reports

Manage Petty Cash:

Control the petty cash as per policy and relevant financial processes and procedures.
Accounts payable: handle procurement sundry related invoices in accordance to the required financial processes and procedures.

Preferred Minimum Education and Experience

Relevant office or business administration certification or
Relevant diploma,
Experience in administration in a similar position – 2 years

Critical Competencies

Microsoft Office applications and SAP
Clerical Experience
Service orientation
Financial Principles

Additional Requirements

Extended hours as and when required.