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Vacancy: regional administrator, Cape Town

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  • FIA

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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.

Details:
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.

Subscriber Terms and Conditions

  1. APPLICATION OF TERMS
    • These terms and conditions (“Subscriber Terms”) apply to the subscription by any qualifying member of the South African Underwriting Managers Association NPC (“SAUMA”) to the services and benefits offered by FIA Services (Pty) Ltd (“FIA Services”) under the SAUMA affiliation arrangement (“Subscription”).

  2. NATURE OF SUBSCRIPTION
    • A Subscription under this arrangement:
      • does not constitute membership of FIA NPC;
      • does not confer any voting rights or governance participation in FIA NPC; and
      • is governed solely by the contractual relationship between the Subscriber and FIA Services.

  1. ELIGIBILITY
    • To qualify for the Subscription, the applicant must, at the time of application, be a current paid-up member of SAUMA.
    • FIA Services will verify the applicant’s SAUMA membership status with SAUMA prior to activation, and may re-verify such status periodically.
    • If a Subscriber ceases to be a paid-up member of SAUMA, the Subscription will correspondingly be terminated.
    • Applicants are required to authorise FIA Services to confirm their SAUMA membership status with SAUMA as part of the application process.

  1. SERVICES
    • The Subscription entitles the Subscriber to the following benefits:
      • Complimentary access to the FIA CPD Platform;
      • Complimentary access to the FIA Insight Magazine (digital edition);
      • Advertising opportunities on FIA platforms at a discounted rate of 15% (fifteen percent) off the prevailing published rates; and
      • Invitations to attend FIA Technical Webinars annually.
    • FIA Services reserves the right to update, vary or substitute the Services from time to time, provided that the overall value and nature of the benefits remain materially the same.

  1. FEES AND PAYMENT
    • The monthly subscription fee is R260.00 (two hundred and sixty rand) for up to seven registered individuals (Key Individuals and Representatives), and R36.00 (thirty-six rand) per additional registered individual thereafter, excluding VAT.
    • The Subscriber shall provide FIA Services with the required details of each individual to be registered under the Subscription for the purposes of activation and billing.
    • All fees are exclusive of VAT, which shall be charged at the prevailing statutory rate.
    • Subscription fees are reviewed annually in March and may be adjusted with effect from 1 April.
    • Any changes to the Subscription, including but not limited to the number of Representatives and Key Individuals registered under the Subscription, may only be effected once annually during the annual review period in March of each year, with such changes taking effect from 1 April.
    • Subscription fees shall be billed monthly in arrears, unless the Subscriber elects an annual billing cycle at the time of application.
    • The Subscriber shall ensure that all billing information (including contact details, authorised signatories and bank account details) is kept accurate and up to date.
    • Non-payment of subscription fees may result in suspension of access to the Services until such fees are brought up to date.
    • The Subscriber acknowledges and agrees that all subscription fees payable under these Subscriber Terms may be collected by way of debit order, which shall be processed by the holding company, FIA NPC (The Financial Intermediary Association of South Africa), on behalf of FIA Services. Payment to FIA NPC shall be deemed to constitute valid and sufficient discharge of the Subscriber’s payment obligations to FIA Services under these Subscriber Terms.

  1. ONBOARDING
    • Onboarding will be conducted as a Subscription with FIA Services under the SAUMA affiliation arrangement.
    • Onboarding will not confer FIA NPC membership status or any associated rights.
    • Onboarding is conditional on confirmation of the Subscriber’s current SAUMA membership at the time of application

  1. DATA PROTECTION
    • FIA Services will process all personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) as set out in our POPIA policies.
    • By subscribing, the Subscriber authorises FIA Services to confirm their SAUMA membership status with SAUMA and to process personal information for the purposes of fulfilling the Subscription.

  1. TERMINATION
    • The Subscriber may terminate the Subscription by giving FIA Services one calendar month’s written notice.
    • FIA Services may terminate the Subscription on one calendar month’s written notice, or immediately if the Subscriber breaches these Subscriber Terms and fails to remedy such breach within 14 (fourteen) days of receiving written notice.
    • Termination of the SAUMA–FIA Services affiliation agreement shall not automatically terminate these Subscriber Terms.
    • Termination by the Subscriber shall not relieve the Subscriber of liability for any subscription fees accrued up to the effective date of termination.
    • FIA Services may suspend or terminate the Subscription with immediate effect in the event of non-payment of fees by the Subscriber.

  1. GENERAL
    • These Subscriber Terms are governed by the laws of the Republic of South Africa.
    • Any disputes arising under these Subscriber Terms shall be dealt with in accordance with the dispute resolution provisions contained in the FIA NPC membership terms and conditions, as modified to reflect that the contractual relationship is with FIA Services.
    • Any notices required under these Subscriber Terms may be validly delivered by email to the addresses provided in the Subscriber’s application form, and such notices shall be deemed received on the day of transmission if sent during business hours.
    • The Subscriber may not assign, cede or transfer any of its rights or obligations under these Subscriber Terms without the prior written consent of FIA Services.
    • No variation of these Subscriber Terms shall be of any force or effect unless reduced to writing and signed by both FIA Services and the Subscriber.