Regional Admin Services/General Manager
Menlo Park, Pretoria
Kontak Recruitment is a dynamic recruitment agency in South Africa, collaborating with employers of all sizes, both in South Africa and internationally, in all recruitment sectors for over 10 years.
regional admin services/general manager (jb257) - POST CLOSED
International Trade and Development
Regional Administration Services/General Manager
R50 000 – R60 000 per month
Kontak Recruitment is currently recruiting for a Regional Administration Services/General Manager.
Reporting to the Team Leader (TL
Lead Human Resources (HR), Information Technology (IT) procurement and office management functions.
Implement program processes in compliance with program policy and procedures, and has management oversight of operations support functions as well as the effective and efficient administrative management of the offices in Pretoria and Nairobi
Qualifications and experience required
Bachelor’s degree qualification in Business Administration, Human Resource Management, Events Management or a relevant field, Master’s preferred
At least 3 years’ experience (5 years preferred) in procurement and office administration
At least 2 years’ experience (5 years preferred) in Human Resources
Demonstrated experience managing a small team
Knowledge of Human resources legislation in South Africa
Proficiency in Microsoft Word, Excel, PowerPoint, Outlook; familiarity with mail merges and web searches
Excellent written and oral communication skills in English with ability to interact with diverse groups of people
Broad understanding and knowledge of general office administrative functions
Proven ability to develop and implement workable systems and processes
Ability to successfully resolve issues and problems with ability to cope under pressure and multi-task
Proven ability to use initiative with a high degree of professionalism and confidentiality
Detail-oriented with strict adherence to required procedures
The ability to work under pressure, prioritise and meet tight deadlines while managing multiple work assignments
Strong initiative and customer service ethic and high expectations for quality standards
DUTIES AND RESPONSIBILITIES
Procurement, Contract and Office Management
Serve as procurement manager for procurement levels 1 – 3, as well as level 4 procurement if deputized by the Acting Team Leader. Ensure procurement are undertaken according to procurement policy and that value for money principles are applied
Facilitate leases for offices in Africa and manage office presence including security, office health and safety, upkeep, and fit-out / refurbishment needs
Manage the Project vehicle fleet, including maintenance and compliance with policies
Ensure the collection, review, and maintenance of any required certificates of insurance, worker’s travel insurance, warranties, guarantees, and claims for the Project and its assets
Maintain an up to date asset register for the program and ensure appropriate safeguards are in place to mitigate the risk of asset loss
Ensure all project utilities (e.g. telephone and power) are reliable and cost effective
Proactively manage and maintain relationships with suppliers and sub-contractors, ensuring invoices or other required documentation is submitted accurately and within appropriate time frames
Recommending solutions including service agreements and blanket purchase agreements to maximize program efficiency and effectiveness using value for money principles
Manage the Contracts supplier database and ensure contracts records are up to date on SharePoint and local storage systems
Conduct program Due Diligence checks in accordance with the Program Operations Manual
Oversee courier services and filing
Oversee information technology and communications infrastructure, ensuring equipment and services are properly maintained, fit for purpose and responsive to program needs
Ensure staff IT support needs are addressed in an effective and timely manner
Oversee IT disaster recovery plan, backups and security services, working with the operations team to mitigate risk to business operations
Ensure that the needs of project staff that require administrative assistance are met efficiently and effectively.
Conduct staff induction, staff benefits, recruitment and disciplinary processes with support from the Acting Team Leader (Awards & Operations) and in accordance with the Program Operations Manual
Conduct day to day operations of the human resources functions including payroll, leave management, HR database management
Compile and process payroll, utilizing external payroll provider.
Liaise with staff on HR issues. Concerns and grievances
Administer staff benefits and relevant insurance policies
Monitor and report on the performance management process and engage in continuous improvement processes
Ensure Human Resources records are maintained in compliance with local regulatory requirements and policies including contracts, performance management records, flextime arrangements and leave records
Ensure recruitment process comply with policies and procedures.
Oversee travel logistics and ensure appropriate levels of service delivery by the logistics officer
Manage financial processes associated with events/travel, including quote analysis, invoicing, reporting, and providing documentation to the Team Leader
Assist event owners during the entire event planning process, including research, coordination, marketing, and any necessary procurement
Coordinate site inspections at event venues, identifying potential risks, disability accessibility and suitability for typical events
Coordinate bookings as appropriate for each event, delegating as appropriate to responsible team members in the organisation and ensuring training and appropriate support for supplier management, reconciliation and acquittal
Conduct lessons learnt exercises to ensure appropriate lessons for procurement and activity management are captured.
Health and Safety Management
Ensure Work Health and Safety compliance (with set standards, South African and Kenyan legislation as appropriate) within the office environment is actively followed, all hazards are identified, controlled, and reported accurately
Ensure that all staff are provided with appropriate information, training and supervision
Actively encourage and support local workplace safety management practices
Ensure accurate reporting and recording of all Health and Safety matters.
Manage and coordinate all administrative aspects of the program, including:
Develop and implement Operations work unit plans for the HR, IT, logistics, procurement and office management functions of the program and submit monthly reports
Supervise the HR/Finance Assistant, IT/Knowledge Management Officer and Logistics Officer, undertaking regular performance reviews in accordance with program policies and building their professional expertise
Liaise with Monitoring and Evaluation to balance IT and knowledge management functions
Engage in continuous improvement in human resource management, IT, procurement and asset management
Participate in annual country and program audits, including audit response from an HR and asset perspective
Train staff in procurement, asset management and records management
Undertake regular quality checks of HR, IT, and administrative records to ensure completeness
Attend all management meetings;
Provide ad hoc Administrative and Reception duties when required
Participate in relevant HR and performance management processes
Undertake any other duties as reasonably requested by the Acting Team Leaders
Report all suspected and / or detected fraud within 24-hours of discovery and in accordance with Fraud Policy, the respective Policy and the Fraud Risk Assessment and Management Plan.
Clean driving record and a valid drivers’ license required.
The candidate will need to be “on call’ beyond normal business hours in order to address any directed travel queries employees or clients may have.
The successful candidate must be prepared to work extended hours in some circumstances.