Regional Admin Services/General Manager
Menlo Park, Pretoria
KONTAK RECRUITMENT
Kontak Recruitment | Admin Recruitment Agency | Currently recruiting and hiring for a Regional Admin Services
and General Manager in Pretoria
regional admin services/general manager (jb257) - POST CLOSED
Job Details for regional administration services and general manager
Regional Administration Services/General Manager
(JB257)
Pretoria
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
SELECTION CRITERIA
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.
Human Resources
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.
Travel/Events Coordination
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
Other Duties
Attend all management meetings;
Provide adhoc 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
Reporting:
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.
Special requirements
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.
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