PA to COO and Finance Director 300 views0 applications

To provide administrative and office management support to the COO and FD. Manage and Coordinate South Africa Board meetings, committee meetings and correspondence with m2m’s South Africa Board. Build and maintain working relationships with head office teams as well as external teams and key stakeholders. Lead and manage special projects as needed.

Key Performance Areas:
1.    Personal Assistant to COO and Finance Director

• Assist with all travel planning and accommodation bookings by making sure the required schedule is liaised with the Travel coordinator
• Diary management and scheduling of internal and external meetings which would include inter-departmental meetings
• Sending out correspondence and liaising on behalf of the COO and FD
• Act as point person for all documentation, to be signed off by the COO and FD
• Attending meetings, taking detailed minutes as required by both COO and FD with action plan and follow up on progress of action plan
• Liquidation of Travel Expenses
• Liquidation of all Credit Card Expenses

2.    Support to the Policy Review Development Committee – PRDC and Crisis Management Team (CMT)

• Act as Secretary, for the PRDC
• Manage the Policy Share Drive and Numbering System
• Take minutes of PRDC and CMT meetings and distribute to Committee members for review and approval

3.  Finance Administration

• Assist with the payment documentation, once payments are done (stamping, making sure documentation is signed off)
• Numbering and filing of payments
• Manage and reconcile the Petty Cash box
• Electronic and physical filing of all South African (HO and SA Programs) Journal Vouchers
• Manage the Vendor Master Checklist and do debarment checks for new Vendors
• Filing of all New Vendor Documentation
• Creating Purchase Requisitions as required
• Coordination of all Finance Staff meetings and minutes
•  Assist with managing of the PR/TR database

4.  Administrative support to Operations Team

• Meeting scheduling and coordination, including taking minutes and distribution thereof
• Point person to Ops team, for all documentation which requires COO’s attention
• Screening of COO’s calls and requests for appointments
• Correspondence written and verbal on behalf of the COO, using initiative to respond and action where necessary.
• Point person for Country Teams that requires action on all documentations to be signed by the COO
• Liaise directly with the Country Directors to schedule meetings or coordinate activities on behalf of the COO
• Creating Purchase Requisitions for purchases within the Operations unit

5.   Ad-Hoc

• ODTT Committee member
• Committee Member & Scribe for Annual Meeting Planning (this includes distribution of minutes etc.)
• Coordinator of “Coffee Talk” Social Event
•  Any other additional tasks as may be assigned by the COO & FD

Qualifications and Experience:

• Matric
• Degree or Diploma in Administration/Finance or related field
• At least 7 years’ experience Executive/Personal Assistant/ Secretarial/Administrative Qualification required
• The incumbent is required to be resourceful and should have excellent trouble shooting and problem solving skills
• Strong organizational skills is a must
• Able to multi-task, prioritize task, independent thinker, excellent interpersonal skill and able to maintain confidential information

Competencies:

• Ability to remain tactful under pressure and present a professional demeanour and communication style with co-workers and external parties at all times
• Prior working experience within a non-governmental/non-profit organisation preferred
• English fluency required
• Good working knowledge of Microsoft Office (excellent Excel skills), comfortable with learning other information systems and able to perform internet searches strongly preferred
• Experience scheduling meetings using videoconferencing applications including Zoom and Teams
• Strong sense of responsibility, personal initiative and follow-through
• Excellent written and verbal communication skills
• Self-motivated, hardworking, diligent and reliable with a friendly, professional & energetic disposition.
• Ability to work as part of a team and to coordinate across departments with sound judgement and diplomatic skills- team oriented with high levels of integrity and accountability.