OFFICE ADMINISTRATOR

Sabine Plattner African Charities (SPAC) focusses on the protection of nature, with an emphasis on the rainforest in the Congo-basin, through education and community-driven empowerment. SPAC influences and supports the conservation of rainforests, wilderness and protected areas in Africa. This is done by supporting the livelihood strategies of local communities, also through education and science, by promoting school curricula with enriched afro-centric conservation-related content, which in turn provides people with the necessary knowledge to coexisting with nature.

Based in Cape Town, Sabine Plattner African Charities (SPAC) seeks to fill the following vacancy:

OFFICE ADMINISTRATOR

The Office Administrator will oversee the day-to-day operations of the office, ensuring all administrative processes run efficiently. The ideal candidate will be proactive, detail-oriented, and able to manage a variety of tasks simultaneously. This role is vital in maintaining a productive, well-organized, and professional office environment in line with South African workplace standards.

Key responsibilities for the Office Administrator will include:

Administrative Support:

1. Manage and respond to all incoming communication, including phone calls, emails, and post.

2. Draft, edit, and proofread documents, reports, presentations, and spreadsheets.

3. Maintain accurate company records, both electronically and in physical files.

4. Handle confidential information following South African legal and privacy guidelines (e.g., POPIA).

Office Management:

1. Manage office supplies and consumables; ensure prompt replenishment when needed.

2. Coordinate with suppliers and service providers to manage office equipment maintenance and repairs.

3. Schedule and organise meetings, appointments, and company events.

4. Ensure the office environment is tidy, safe, and welcoming to visitors, adhering to health and safety standards (e.g., OHS Act compliance).

Financial Administration:

1. Assist with invoice processing, tracking expenses, and ensuring compliance with VAT regulations.

2. Handle petty cash management, credit card reconciliations, and employee expense claims.

3. Support the finance department in processing payments, budgeting, and basic bookkeeping.

Human Resources Support:

1. Assist in the onboarding of new employees, including document preparation and induction procedures.

2. Support in maintaining updated employee files in line with South African labour laws and regulations (e.g., BCEA).

3. Support payroll processing and benefits administration as required.

Project Assistance:

1. Assist in managing internal projects, ensuring timelines are met and communication between stakeholders is clear.

2. Support other departments with administrative tasks related to ongoing projects.

Travel and Logistics Support:

1. Assist in booking flights, visa applications and reservation of accommodation.

2. Receive and check deliveries to ensure that the correct amount and type of stock is delivered.

3. Arrange outgoing shipments.

The Office Administrator must meet the following criteria:

1. Matric Certificate (required).

2. Diploma or Degree in Office Administration, Business Administration, or a related field (advantageous).

3. Minimum 2+ years of experience in an administrative or office management role.

4. Prior experience in financial administration or working with budgets is a plus.

5. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

6. Familiarity with local office management systems, financial tools, and accounting software is beneficial.

7. Excellent organisational skills with attention to detail.

8. Strong written and verbal communication skills in English (and preferably an additional South African language).

9. Knowledge of French language will be an advantage.

10. Ability to work independently and under pressure while managing multiple tasks.

11. Understanding of South African labour laws, compliance, and statutory requirements (e.g., UIF, PAYE).

12. A positive attitude and strong interpersonal skills to foster a collaborative office culture.

This is a 1-year fixed term contract with a possibility of renewal. 

View the full job description and application instructions on the Vacancies page at www.actionappointments.co.za and email your application by Monday 30^th September 2024 

to melissa@actionappointments.co.za