Office Administrator

Ensuring the efficient coordination of office activities within the Legal and Corporate Secretariat Business Unit, in compliance with standard procedures and maintaining strict confidentiality concerning document management.

Job Functions Administration

Industries Financial Services

Specification
COORDINATE STATIONERY REQUIREMENTS

  • Maintain a centralised stationery store and ensure optimal stock levels.
  • Issue stationery every week to staff requesting stationery.
  • Establish a standard list of stock items through liaison with Business Unit Heads.
  • Control all deliveries’ receipts and issued stock items.
  • Take regular stock checks and compile a monthly report of stock issues.
  • Attend to all stationery stock inquiries and maintain records thereof.

COORDINATE THE PROVISION OF PRINTING SERVICES

  • Receive requests and arrange for the printing, copying and binding of documents.
  • Liaise with external suppliers for printing, copying and binding of documents, as and when required.
  • Liaise with suppliers and Fund staff members regarding printing requirements, facilitating the desired service for the Fund.
  • Adhere to the Corporate Identity Manual for documentation and printed material issued.

PROCURE FURNITURE AND STOCK/NON STOCK ITEMS

  • Establish Business Unit requirements for the purchasing of furniture and stock / non-stock items.
  • Obtain quotations in accordance with the procurement policy and procedures, and evaluate identified suppliers.
  • Obtain approval to issue orders for required items and place orders with the selected supplier.
  • Monitor the timeous delivery of items, and follow up on items that have not been delivered.

PERFORM ADMINISTRATIVE DUTIES

  • Assist Head: Legal and Corporate Secretariat with administration duties i.e. document management and filing, as and when required.
  • Provide a professional front desk service to visitors at the EPPF by receiving and hosting visitors.
  • Organise the couriering of items / documentation unrelated to the procurement of furniture and stock / non-stock items, as requested by Head: Legal and Corporate Secretariat.
  • Ensure that strict confidentiality is maintained in the creation, maintenance, transfer, and destruction of documents containing private organisational or individual information.

Requirements

  • Relevant Diploma.
  • At least 1-year job related experience.
  • Computer literacy.
  • Numeracy.
  • Knowledge of stock control.
  • Knowledge of EPPF’s payments policy and procedure.
  • Interpersonal skills.
  • Communication skills.
  • Planning and organising.
  • Attention to detail.
  • Accuracy.
  • Confidentiality.

Please click on “Apply for job” below and follow the link to the online application form.