OFFICE ADMINISTRATOR

Transcription

1 OFFICE ADMINISTRATOR Organization: Health Economics & HIV & AIDS Research Division (HEARD) (REF: OA JUL2018) Applications Close: Friday, 6 July 2018 Type: 1 Year Fixed Term Contract Location: University of KwaZulu-Natal, Durban, South Africa HEARD is looking to appoint a suitably qualified person to take on the responsibilities for the management of office administration. The successful candidate will ensure that office administration is running proficiently; manage switchboard and front office, renovations and repairs to office space, coordinate office events, arrange flight and travel logistics. The role must function with professional oral and written communication, teamwork and efficient service delivery. The role holder is expected to make independent decisions based on the day to day management of the office MINIMUM REQUIRMENTS Undergraduate degree (Humanities or Social Sciences) 3 years experience in a similar role Knowledge of booking and managing travel logistics, planning and execution of events, day to day office activities and maintenance. Computer literacy (i.e. Microsoft Office Word, Excel, PowerPoint and Outlook). KEY RESPONSIBILITIES 1. Office Administration Conduct office administration coordination including cleaning services, facilities maintenance Full switch board and front line reception duties Ensure that all activities such as infrastructure, acquisition, repairs and modification are in accordance with policy and procedure and best practices are applied. Provide assistance with internal and external courier services and postage Assist with office space alignment, relocations and re-allocations Ensure compliance with SOPs and initiate corrective action when necessary Attend and record minutes of meeting as and when needed. 2. Travel and Events Co-ordination Support Timely booking of flights, accommodation, transport Liaise with parties regarding service delivery and provide after hour support to staff as necessary Prepare documents for travel and ensure that approval is obtained Provide travel advice as required and resolve any queries Meet and greet and register all event guests and ensure that event runs smoothly without any visible problems Coordinate and support all HEARD hosted events and meetings as appropriate, including catering arrangements

2 Ensure that all administrative documents including delegate registers are appropriately filed and attendees are entered into HEARD s contact management system. Ensure compliance with SOP s for events and logistics coordination 3. Special projects and events support Support management with coordinating ad hoc special projects e.g. room refurbishments Coordination of special events from start to finish e.g. high level retreats APPLICATIONS & QUERIES SALARY Closing date: 6 July 2018 Only candidates who meet the minimum requirements will be considered. Only applications on the provided application form will be considered, download the application form/s here application form/s to Robyn-Lee Wagner - heardhr@ukzn.ac.za

3 APPLICATION FOR EMPLOYMENT.. Please note that applications for employment are only received on this official application form. Please do not submit your CV. Only detail completed on this form will be considered. Once you have completed this form, please: - Save a copy; and - to us as an attachment at the address provided in the advert, quoting the advert reference number in the subject line. - Kindly delete rows that have not been used.. Title, First name and Surname Advertised Position s Details Reference number Post Title Date of Application Please provide a brief motivation below indicating how you meet all of the advertised minimum requirements specified in the advertisement 1. Undergraduate degree (Humanities or Social Sciences) 2. 3 years experience in a similar role 3. Knowledge of booking and managing travel logistics, planning and execution of events, day to day office activities and maintenance. Computer literacy (i.e. MS Word, Excel, PowerPoint and Microsoft Outlook). Identity number Personal Details Date of Birth

4 Nationality Valid work permit Yes / No Expiry date: If you were not born in RSA please indicate effective date of your citizenship approval in RSA Drivers license - State code: Race African/Coloured/Indian/White Do you have a disability? If answer is yes please specify Marital Status Married/Single/Widowed/Divorced Passport no. Present residing city and country: Nature of current status Effective date Own vehicle Yes / No Gender Male/Female Maiden Surname (if applicable): No. of dependants: Have you ever been convicted of a criminal offence? If answer is yes, please specify Have you ever been dismissed from a previous employer or resigned in contemplation of being dismissed? Please state reason if answer is yes Are you related to any current staff member/s of the organization (HEARD). If answer is yes, please specify Home phone: Work phone: (preferred): Personal Contact Details Cell phone: Fax: (alternative) Remuneration Current Total Remuneration Package (including all benefits) Salary excluding benefits List all benefits and their annual value Bonus incentives (13 th cheque or performance bonus) Commission (average) Expected Salary Expected Total Remuneration Package

5 General Information Where did you see the advert for this position? Computer Skills Languages indicate Speak/ Read/ Write Skills / Attributes Membership of professional bodies Name of School / Institution Highest Standard / Grade passed Qualification Schooling Year and month completed Tertiary Qualifications Completed 1 Name of Institution Date completed Fulltime duration, e.g. 3 years Majors Qualification 2 Name of Institution Date completed Fulltime duration Majors Qualification 3 Name of Institution Date completed Fulltime duration Majors

6 Additional Courses/ Workshops/ Seminars/ Training Programmes Course Name Institution Date Completed and Duration Awards and Recognition List any awards, honours or other form of recognition. Include membership, over the last five years, of any National or Award (egg. Merit award) International advisory or professional committee Date granted Institution granting award/ recognition Brief explanation if applicable Employment History 1 (please list most recent first) Dates from and to (include month and year) Job Title and Level Institution / Company name Industry /Nature of business Number of subordinates (directly reporting to you) Referee : Name Location Company size (employees) Reasons for leaving Contact details - & cellphone Brief overview of relevant responsibilities Employment History 2 Dates from and to (include month and year) Job Title and Level Institution / Company name Location

7 Industry /Nature of business Number of subordinates (directly reporting to you) Referee : Name Company size (employees) Reasons for leaving Contact details - & cellphone Brief overview of relevant responsibilities Employment History 3 Dates from and to (include month and year) Job Title and Level Institution / Company name Industry /Nature of business Number of subordinates (directly reporting to you) Referee : Name Location Company size (employees) Reasons for leaving Contact details - & cellphone Brief overview of relevant responsibilities Thank you for completing this application form. Please note that: 1. HEARD reserves the right not to fill the post or to re-advertise to widen the pool of applicants 2. HEARD reserves the right to do a complete verification of the information you have provided. By completing and submitting this form you authorize HEARD to submit your personal details to our external service providers to verify your identity, qualifications, previous criminal convictions and any other data related to minimum requirements. You further indemnify our external Service Providers from liability for any action arising out of the verification. A copy of the verification will be made available to you on request. We only conduct verification of our preferred candidates. 3. We reserve the right to contact your referees or request additional referees. 4. Only short listed candidates will be contacted. If you do not hear from us within four weeks of the closing date please assume you were unsuccessful 5. We require certified copies of all identity documents/matriculation/degree/diploma certificates only if you are shortlisted