Administrator Job ID (ADMIN-2018) 1113 views

• Ensure that all assets are recorded and accounted for in the asset register;
• Reconcile asset categories to the relevant general ledger accounts;
• Regularly verify the existence and condition of assets by performing asset counts during the year.
• Ensure that all assets are tagged and numbered according to the asset register and as per donor requirements;
• Ensure that supporting documentation exist for all entries in the asset register;
• Maintain system that tracks the movement of assets between agreed locations and/or use by current staff or visiting delegates from other offices.
• Ensure that the office has adequate insurance cover for its assets

Management of Procurement

• Review procurement packs including completion of checklists, purchase requisitions, quotations, justifications memos and other documentation to ensure that company policy was adhered to, the necessary quality checks and confirmations where done;
• Ensure that the goods and services required are accurately described on the purchase order as per requirements and that all the relevant approvals are in place, prior to send the purchase order to the vendor;
• Ensure that no goods are delivered and/or services rendered without the necessary procurement process followed;
• Maintain a file wherein all signed purchase orders and supporting quotations are filed for easy reference and to facilitate future audits;
• Keep a list of all purchase orders issues and send the update to Finance monthly, to keep track of commitments;
• Ensure that contractors fulfil all requirements in the scope of work as agreed before payment of fees;
• Ensure that the necessary SLA’s are in place, updated and planned for in time and that the procurement committee meets in time to ensure that the processes and approvals are transparent;

Administration of leases and rental agreements

• Ensure that rental agreements are properly maintained and amended where necessary;
• Liaise with the landlord and building manager to ensure that the building is maintained to guarantee a conducive working environment;
• Regularly review and renew office machine rental agreements where necessary;
• Maintaining lease agreement files and keeping these agreements in a safe place for reference purposes;
• Issue and maintain lease agreements for tenants;
• Ensure tenants are invoiced on a monthly basis as per signed lease agreements;

Renewal and maintenance of short term insurance

• Ensure that insurance cover is renewed annually on all assets;
• Inform the insurance company of additions and/or scrapping/sale of assets;
• Ensure that insurance company holds sufficient cover for all assets;
• Negotiate annual increases with brokers;
• Keep policy documents in a safe place for reference purposes;
• Complete HQ annual insurance return forms;

Process requisitions for the office

• Supervise monthly provision of office supplies;
• Ensure that the organizational stationery requirements are catered for;

Travel Management and workshops

• Oversee and coordinate travel authorization submissions and travel bookings for staff;
• Regularly liaise with the preferred travel vendors and attend to service delivery issues or complaints from staff;
• Facilitate efficient coordination of conferences, workshops, meetings and travel in accordance with company policy;
• Authorize hire vehicles for staff;

Cell Phone Billing and Management

• Ensure that the 3G and cell phone bill is updated regularly with names of all the users;
• Analyze the cell phone bill account monthly and ensure that staff are billed for private usage and send the analysis to Finance monthly;
• All cell phones and 3G cards needs to be recorded when issued and proper records of cell phones coming back must be kept;
• Send out regular guidance and communication on how cell phone and 3G cards must be used to ensure that users manage their bills correctly;

Management of Staff

• Supervise the activities of the administrative officers and receptionist;
• Setting of goals, management of mid-year and annual performance appraisals;
• Development and coaching of Admin staff;
• Ensure that job descriptions of staff are reviewed annually and updated and discussed, if needed;
• Ensure that staff are develop so they can serve a s a backup for each other on the department;

Safety and Security

• Ensure that the office complies with regulations of the OHS Act and ensure that tasks teams are formed and responsible for office security and first aid;
• Ensure that regular safety drills take place;
• Ensure that the alarm system is maintained and a rotating schedule is shared for Admin Department to respond to armed response call outs;
• Liaise with HQ to ensure that security information is regularly updated;

General

• Weekly Reporting to the Executive Director: Finance and Admin on all activities and deliverables;
• Induction of new staff;
• Develop Administrative systems and actively participate in policy development as needed;
• Keep informed of all policy and process changes within procurement, logistics and administration and communicating the changes / information to staff;
• Liaise and arrange with the various suppliers to maintain the office equipment in working condition;
• Provide technical assistance to Admin staff, Management and field staff for compliance issues and problem resolutions;
• Perform other reasonable duty as assigned.

• Minimum of a Diploma in Accounting and Book keeping or equivalent, together with two to five years’ experience in office management, procurement and administration within the NGO industry;
• Experience and knowledge of procurement and administration under donor funded award is advantageous;
• Knowledge of general office practices and administrative procedures and/or the ability to comprehend them;
• Budget for the Admin Department;
• Relevant software skills: MS Office, in particular a good working knowledge of Outlook, Excel, Word and PowerPoint;
• Resourceful through use of technology, research skills and collegial relationships to resolve problems and initiative enhancements;
• Respond to enquiries independently and follow through on requests in an efficient manner;
• With minimal supervision, manage high volume of work-flow efficiently;
• Must have a valid Zimbabwean driver’s license.