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Administrative Associate, Ipas South Africa

Administrative Associate, Ipas South Africa

Job ID 
2018-1825
# Positions 
1
Location 
ZA-Johannesburg
Experience (Years) 
3
Posted Date 
2/5/2018
Category 
Office Services - Administrative Support
Education Requirement 
Bachelor's or Equivalent
Relocation Eligible 
..
Position Type 
Regular Full-Time

More information about this job

Overview

Ipas is a nonprofit organization dedicated to ending preventable deaths and disabilities from unintended pregnancies and unsafe abortion. Through local, national and global partnerships, Ipas works to ensure that women and girls can enhance their sexual and reproductive health via affordable, safe, respectful and comprehensive abortion and contraceptive care. We are currently seeking qualified candidates for the position of: Administrative Associate, located in Johannesburg, South Africa.
The Administrative Associate is responsible for providing clerical and administrative assistance to Ipas staff. The Administrative Associate processes invoices, coordinates meetings and conferences, maintains and organizes physical and electronic documents, and performs other basic office duties.

Responsibilities

• Develops correspondence (reports, letters and other documents) intended for both external and internal audiences in coordination with supervisor or other team members, formats reports and forms, arranges document translation, and photocopies documentation.
• Prepares error-free reports and other administrative correspondence to further Ipas's credibility.
• Coordinates team meetings and external meetings, develops work plans to carry out project-related tasks, and manages activities agendas.
• Manages relationships with external entities including external consultants in order to facilitate payments, rates, contracts, and scopes of work
• Collaborates with caterers and other external vendors to plan and execute off-site events
• Prepares travel arrangements for Ipas staff, processes expense reports, submits documentation for review and manages petty cash.
• Facilitates conferences by booking travel arrangements and hotel accommodations, prepares materials, and creates online meeting centers.
• Ensures completeness of and filing of consultant-related documentation submitted to finance for payments of consultants claims.
• Maintains a database of consultants with an update of payments made to them and performs routine data entry tasks as required by leadership.
• Maintains the asset register and is responsible for inventory.
• Performs other clerical and administrative duties as assigned.
• Process and prepare financial and business forms for the purpose of checking account balances, facilitating purchases, etc.
• Perform routine calculations to produce analyses and reports as requested by the Financial Advisor
• Assists in overseeing and management of individual accounts
• Create, send, and follow up on invoices
• Review and adhere to department budgets
• Collect and enter data for various financial spreadsheets
• Reconcile any discrepancies or errors identified by conversing with employees
• Report any troubling discoveries or suspicion of wrongdoing to the proper authority
• Assist the financial advisor in creating financial reports on a regular basis
• Adhere to the company's or organisation's financial policies and procedures
• Suggest changes or improvements to increase accuracy, efficiency, and cost reductions

Requirements

• University degree or equivalent
• 3-5 years’ experience of administrative support experience preferably with an international NGO
• Strong communication skills and attention to detail
• Strong organizational skills
• Collaborates well with others and able to work in a multicultural environment.
• Ability to multi-task and meet supervisor-determined deadlines
• Fluency in written and spoken English
• Conversant with computers and adept at Microsoft Office Suite and Skype

Commitment to Diversity

Ipas is an equal opportunity employer. We do not discriminate on the basis of race, color, national origin, ancestry, sex, sexual orientation, gender identity or expression, religion, age, pregnancy, disability, work-related injury, covered veteran status, political ideology, genetic information, marital status, or any other factor that the law protects from employment discrimination.