RESPONSIBILITIES
The Finance and Administrative Assistant under the supervision of the International Finance Officer will have the following responsibilities:
· Support logistical coordination between technical-legal, administrative and financial aspects of projects in coordination with the ICJ national, regional and global teams.
· Responsible for coordinating all event logistical requirements such as travel, conferencing and catering arrangements for activities linked to the program.
· Ensure logistical arrangements comply with ICJ Internal Control Systems and Policies and appropriateness of event sites.
· Process or secure logistical support documents such as invitation letters, attendance registers, event evaluations, etc.
· Organise AV and visibility aspects of events such as photography, videography, translation and interpretation services and equipment hire etc.
· Coordinate design, printing and distribution of all publications and other visibility outputs liaising with the ICJ Media and Communications team.
· Monitor the use and maintenance of ICJ vehicles in compliance with ICJ policy and legislative requirements.
· Responsible for use of post and courier service, purchasing office supplies and equipment and other office errands;
· Ensure the proper up-keep, maintenance and professional appearance of the office premises.
· Responsible for handling and maintenance of office stocks and assets, conducting regular inventory and updating the asset register, insurance and claims.
· Manage relationships with service providers, maintain service agreements; update and maintain contact and other databases;
· Act as focal point of Johannesburg office for all IT related issues, liaising with IT Helpdesk support;
· Assist Human Resources with maintenance of leave records, timely submission of monthly timesheets; coordinating the recruitment process, including circulating vacancy announcements, preliminary sorting of resumes and arranging interviews;
· Assist Accounting and Finance in preparing accounting documents; recording accounting entries; preparation of budgets, internal cost analyses and financial reports
· Assist in processing payments/bills of the office and administering the petty cash with adherence to ICJ purchase approval or procurement policies.
· Assist in the project and organizational audits;
· Keep financial and project records in compliance with ICJ and donor procedures;
· Any other responsibilities as assigned by appointed supervisor/s
QUALIFICATIONS
The successful candidate will have:
Education & Experience
· A diploma or degree in finance, business administration or related field; or commensurate relevant practical experience;
· At least three years work experience in finance and administration or a related area of work;
· Work experience in a non governmental or international organization is desirable;
· Experience working with international donor agencies desirable.
Essential Skills
· Strong organizational, planning and time-management skills;
· Ability to take initiative and capacity to adapt to changing priorities and needs;
· Attention to detail and accuracy;
· Excellent interpersonal skills. Ability to work well as part of a team and thrive in a fast-paced, multicultural environment;
· Fluency in English (written and spoken) required;
· Willingness to travel periodically;
· Ability to operate computerized accounting software, spreadsheets, presentation and word-processing programmes at a highly proficient level.
· Commitment to human rights and the rule of law.
NB: Must be in possession of the necessary documentation to work legally in South Africa.
The ICJ is an equal opportunities employer and offers a competitive salary package.
APPLICATIONS close on 2 September 2019 and should be addressed with your resume, a cover letter and the names and contact details of at least two referees to:
Ref: Finance & Administrative Assistant, South Africa
By email: [email protected]
Please appreciate that owing to the volume of applications, only short-listed candidates will be contacted. We regret that we are unable to answer phone enquiries, thank you for your understanding.