Regional Administration Services/General Manager (JB257)

Overview

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 procurements levels 1 – 3, as well as level 4 procurements if deputised by the Acting Team Leader. Ensure procurements 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 timeframes

Recommending solutions including service agreements and blanket purchase agreements to maximise 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, utilising 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, flexitime 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 ad hoc 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.

 

Please email cv to bnudqe@apply.simplify.hr and quote JB257 in the subject line

For full spec and to apply online https://www.kontak.co.za/admin-general-manager-jobs-johannesburg.php