Front desk administration intern at Vumelana Advisory Fund

Key purpose of the job

Support Management is to ensure organisational and operational effectiveness and efficiency. This includes:

• acting as first point of contact for visitors and callers by managing the front office, reception area and switchboard; and
• providing a range of administrative / secretarial and office support to staff.

Minimum requirements

Required Education and Experience

• Matric or post-matric certificate or diploma in secretarial support, office administration, project management or similar will be advantageous
• Basic knowledge of MS Office (especially Microsoft Word, Excel and PowerPoint)
• Interested candidates should note the following additional criteria:
  • Must be between 18-34 years.
  • Must be a South African Citizen.
  • Must be unemployed, with no full-time work before, or only of part-time / casual nature
  • Must not have participated in the FirstJob Programme before

Competencies

• Very good interpersonal skills
• Very good verbal skills
• Bilingual (English and at least one other official South African language – speak, read and write)
• Basic MS office skills (MS Word, Excel, PowerPoint and Outlook)
• Accurate typing skills
• Good written communication skills
• Numerate
• Good time management
• Ability to deal with pressure

Attributes

• High integrity, professional and client-oriented approach
• Ability to work independently as well as within a team
• Ability to exercise good problem solving and to make decisions within defined procedures and practices to determine the best action
• Well organised, methodical and thorough approach to work
• Self-motivated, able to work with minimal supervision and follow through on tasks
• Ability to perform multiple tasks, to meet deadlines and balance competing priorities and to effectively communicate with Management

Key responsibilities (KPA’s) of the job

Front desk

• Manage the front desk and reception area
• Keep the reception area and front desk tidy
• Receive and welcome all visitors in a professional and competent manner
• Answer and operate the switchboard (screen calls, answer enquiries, take messages, refer callers to relevant others)
• Ensure workstation responsibilities are covered at all times during the work day

Secretarial and administrative support

• Provide basic administrative support
• Manage diaries and contacts of CE and other staff
• Send out daily staff attendance register
• Manage meeting logistics
  • Book venues
  • Coordinate catering
  • Set out meeting equipment and prepare meeting documents if required
  • Prepare catering requisitions and work closely with the Office Assistant in meeting preparation

• Perform general administrative duties. This includes but are not limited to:

  • Filing, faxing, typing, printing, photocopying, binding etc.

  • Maintain the filing systems as required (hard copy and electronic).

  • Arrange couriers and hand deliveries

• Support the Office and Programmes Administrator with the travel logistics for staff in line with the relevant policies

  • Liaise with travel agent to book flights, accommodation, car hire etc.

• Support the Office and Programmes Administrator with updating the Excel Stakeholder Database as agreed with the Operations Manager and in accordance with agreed rules and guidelines

• Maintain the Vumelana publications register and archive

  • Keep track of numbers of publication

  • Notify the relevant manager re reprint required

  • Ensure that 5 copies of all publications are archived

• Provide logistical support on events. This includes:

  • Sourcing contact detail

  • Following up with key invitees

  • Preparing event collateral

  • Arranging travel, transfer and accommodation as required

  • Arranging deliveries and assisting with registration and other ad hoc activities on the day of the event.

Attributes

• High integrity, professional and client-oriented approach
• Ability to work independently as well as within a team
• Ability to exercise good problem solving and to make decisions within defined procedures and practices to determine the best action
• Well organised, methodical and thorough approach to work
• Self-motivated, able to work with minimal supervision and follow through on tasks
• Ability to perform multiple tasks, to meet deadlines and balance competing priorities and to effectively communicate with Management

Office management support

• Support the Operations Manager in managing office functions and ensuring effective management of office space
• Work closely with the Office Assistant to ensure availability of materials, equipment and supplies
• Obtain quotations for all services, office supplies and equipment in line with the relevant policies
• Place orders, follow up with suppliers, check invoices