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27 Nov 2020

Permanent Job Vacancy for a Team Administrator

mothers2mothers – Posted by JobLink24 Cape Town, Western Cape, South Africa

Job Description

Job Vacancy for a Team Administrator

Location: Cape Town

Job Type: Permanent

Company: mothers2mothers

Job Title: Team Administrator

Closing Date: 11-12-2020


Job description:

The PA/ Team Administrator will provide administrative support to the DPTS Director and the Senior Programme Lead as well as the DPTS Team. The PA / Team Administrator will report directly to the Director of DPTS. Will be responsible for line managing the driver for the WC/HO as well as fleet management.

Key Performance Areas:

Assistant to Director and SPL, 40%

  • To lead diary management and scheduling of internal and external meetings which would include inter-departmental meetings
  • To assist with all travel planning and accommodation bookings by making sure the required schedule is liaised with the Travel coordinator
  • To send out correspondence and liaising on behalf of DPTS
  • Act as point person for all documentation, to be signed off by the DPTS Director
  • To attend meetings, taking detailed minutes as required with action plan and follow up on progress of action plan
  • Liquidation of Travel Expenses
  • Liquidation of all Credit Card Expenses

Administrative support to DPTS Team, 20%

  • Meeting scheduling and coordination, including taking minutes and distribution thereof
  • Coordination and constant follow-up of activities
  • Point person to DPTS team, for all documentation which requires Director’s attention
  • Point person for Country Teams that requires action on all documentations to be signed by the Director
  • Liaise directly with the Country Directors to schedule meetings or coordinate activities on behalf of the Director
  • To create Purchase Requisitions for purchases within the DPTS Department

Line Management of WC/HO Drive as well as Fleet Management, 20%

System Innovation, 15%

Advise and recommend new features or changes to team administration systems, processes or knowledge sharing sites/portals. In collaboration with line manager design, implement and rollout these recommendations to the team.

Ad-Hoc, 5%

  • Any other additional tasks as may be assigned by the DPTS Director

Qualification and Experience

  • Must have Degree or Diploma in Administration or related field
  • At least 5-7 years’ experience
  • Excellent working knowledge of and experience in using MS Office suite, videoconferencing skills (Teams / Zoom etc).
  • Must be team player, self-motivated, creative, resourceful, flexible, energetic with sound judgment
  • Must be results-oriented with the ability to manage decisively and motivate staff to perform optimally
  • Must have strong management skills and high level of personal integrity
  • Must have high ability to multi-task
  • Must be flexible with ability to work under pressure
  • Must have excellent verbal and written English communication skills.
  • Must have excellent organizational skills and ability to manage multiple concurrent tasks and deadlines
  • Must have ability to create structure and work in structured ways
  • Strong stakeholder relationship skills
  • Must have ability to work within a matrix management structure



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