Job Title: Operations, Facilities and Travel Administrator (Maternity cover)

Cluster:  Operations

Grade & Salary: USD 1671.75 per month (excluding benefits)

Contract Duration: 5 Months

Location:

CIVICUS Headquarters, Johannesburg, South Africa

Reports to: Operations Officer

Direct Reports: None

Job Role

Role Overview:

The role is responsible for implementing all aspects of Facilities, Health and Safety (including general maintenance, parking, assets and equipment), provides general operations support to the Cluster, and providing secondary support to Travel (working closely with the Travel and Facilities Administrator).

Areas of Responsibilities & Key Activities

Facilities Management, Health  and Safety

·       Implement all aspects of office facilities, including general maintenance, parking, assets and equipment (such as stationery and appliances).

·       Act as liaison with facility, maintenance, equipment and asset service providers to manage and monitor work as required.

·       Ensures that access is given in line with the correct procedures to maintenance contractors when required.

·       Assist in ensuring compliance with all risk, health and safety requirements.

·       Assist in monitoring facilities agreements to ensure ongoing compliance.

·       Support facilities-related administration.

·       Support logistical arrangements with regards to Johannesburg-based meetings/ training/ workshops as required.

Administration

·       Track and submit invoices for the Cluster where necessary.

·       Assist in coordination and support of projects as required.

·       Take minutes and prepare for meetings (agendas, invites, scheduling, etc.), and follow up on outcomes as advised.

Reception and switchboard

·       In the absence of the Operations Admin Clerk support reception by ensuring that the office reception area is managed professionally and warmly by welcoming and guiding visitors and directing them to the correct room or people.

·       In the absence of the Operations and Admin Clerk manning the Johannesburg switchboard when required when working from the office

·       Answer all incoming calls and redirect them accordingly, and/or keep messages.

·       Assists with the ordering and keeping stock of stationery and refreshments for the office.

Travel (Secondary support)

·       Supports the Travel Liaison and Facilities Administrator to coordinate travel arrangements, including booking of flights and hotel accommodation, by:

o   Assisting with travel visa requirements;

o   Assisting with travel logistics for staff and partners;

o   Maintaining and updating travel documentation;

o   Preparing, processing and managing travel invoices and other miscellaneous travel-related expenses as required;

o   Assist in coordination and support of travel-related systems and projects as required;

o   Manning the CIVICUS Reception cell phone for emergency travel standby

Other

·       The role holder will from time to time be required to carry out any other duties that are within the scope of the job.

·       All staff will demonstrate CIVICUS values and principles in all their professional relationships and any interactions that may reflect on CIVICUS

Person Specification

Education, Language & Qualifications

·     A degree or Diploma in Office administration or similar (or equal office experience)

·     Fluent in English; second language an advantage

Essential Knowledge, skills and Experience

·     2-3 years’ experience in relevant field/ functional area

·     Good verbal and written communication skills in English

·     Good IT skills, including experience with MS Office

·     Commitment to CIVICUS’s vision, mission, values and ways of working

·     Meeting preparation experience (including logistics and minute-taking)

·     Project and/or facilities management experience

·     Good people skills

Desirable Knowledge, skills and Experience

·     Deadline-driven

·     Efficiency and organisational skill

·     Innovative, with interest and aptitude for learning new skills

·     Functions well in a team

·     Independent and proactive worker

·     Ability to assess and prioritise multiple tasks

·     Excellent attention to detail

·     High level of confidentiality

The application deadline is 23 February 2025 at 11:59 PM SAST. 

Short listed candidates will be contacted 2 weeks after the closing date to schedule interviews.

We appreciate and consider each application submitted. However, given the large volume of applications received, we find it impossible to respond to each applicant immediately. You will hear from us within three weeks only if you’re shortlisted for the next steps. We will update all applicants once the position has been filled.

CIVUCUS reserves the right to withdraw any of our vacancies at any time

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