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Vacancy: regional administrator, Cape Town



The FIA is looking for a new administrator to service the Coastal region from our Cape Town office. Among other things, the successful candidate will provide secretarial and administrative support to the regional manager and regional branches, organise branch events and assist with ad hoc projects.

Job Title: Regional Administrator Coastal Region
Reporting to: Regional Manager Coastal Region
Description of role: Provide secretarial & administrative support to the regional manager, regional branches, organise branch events and adhoc projects.

Key Performance Areas

1. Administration
• Filing and record keeping
• Attend to general queries and communication to members
• Maintain member email information on bulk mail system
• Minute taking and supply Regional and Branch meeting minutes to secretariat
• Prepare monthly branch activity reports for the regional manager
• Compiling the regional annual calendar in accordance with the MOI and FIA rules
• Provide regional related news and photos to the regional manager for publishing and posting on social media platforms
• Keep regions contact list up to date and communicate changes to secretariat

2. Secretarial
• Assisting branch management and committees with administrative duties
• Compiling and distribution of relevant documents for meetings and functions

3. Meetings/Functions
• Attend committee & branch meetings / functions where required
• Arrange and prepare venues, travel and accommodation for meetings
• Taking and distribution of minutes
• Organising of regional and branch functions
• Assist sponsors and support partners where needed
• Feedback / evaluation of functions e.g. thank you notes, photos, pros & cons

4. Branch/Regional Financials
• Request and file original invoices and slips for auditing purposes
• Follow up outstanding debtors related to sponsors and branch events
• Load purchase orders and sales orders
• Keep record of monthly expenses to compare with monthly management accounts received from Head Office
• Manage branch and regional budgets

Essential Skills, Requirements and Qualifications:
• Matric/Grade 12
• Minimum 3 years’ experience in Office Administration
• Experience in Pastel Evolution will be an advantage
• Proficient in MS Office – Excel, MS Word, Power point, Outlook
• Strong interpersonal and communication skills
• Events organisational skills
• Finance experience
• Proficient typing skills
• Good written and verbal English and Afrikaans
• Good minute-taking skills
• Own transport

Behavioural requirements and competencies
• High degree of honesty and integrity
• Exercises discretion and maintains confidentiality
• Able to work outside office hours
• High attention to detail and accuracy
• Complies with procedures and policies
• Service oriented
• Relationship management
• Ability to work under pressure
• Deadline driven
• Ability to use initiative and operate independently
• Strong work ethic
• Self-motivated and disciplined
• Assertive
• Able to travel extensively

How to apply:
Email a copy of your CV to sandra@fia.org.za. Applications close 24 January 2020.