Purpose
The primary responsibility of the Office Manager will be to provide professional business, travel and events, office management and administrative support services to the project team. The post holder will have responsibility for the effective and efficient administrative management of the Australia Awards office in Pretoria, along with responsibility to plan and execute Australia Awards events as required, including event design, logistics, travel budgeting, and negotiation with a view of ensuring value for money and efficiency.
The role requires experience with a broad range of administrative and financial functions including procurement and coordination of supplier services. The ability to follow guidelines and set down procedures and work to tight deadlines with a range of team members is essential.
The role requires interaction and liaison with a range of clients and stakeholders, including interacting with high level public officials, the incumbent will be required to adapt their communication style to a broad range of situations and conduct themselves in a professional manner at all times.
DUTIES AND RESPONSIBILITIES
Travel/Events Coordination
* Arrange and coordinate business travel, as required, ensuring competitive and transparent sourcing of travel services that optimises value for money
* Coordinate financial processes associated with events/travel, including quote analysis, invoicing, reporting, and providing documentation to the Operations Manager.
* Assist event owners (e.g. AAA Managers) during the entire event planning process, including research, coordination, marketing, and any necessary procurement.
* Monitor travel request approvals and ensure that approved processes are followed at all times.
Procurement, Contract and Office Management
* Manage and maintain all office systems and procedures, such as security systems, facilities management (including cleaning), and emergency plans
* Manage the Project vehicle fleet, including maintenance and compliance with Palladium policy and procedures
* Maintain an up to Inventory Register for the Pretoria Office in collaboration with Finance officers
* Undertake procurement services when required, as per Commonwealth Procurement Rules, and ensure the Value for Money principle is applied.
* Maintain all office filing systems, including electronic and hard copy files.
* Ensuring that you manage reception desk and arranging reception cover when required.
* Report all suspected and / or detected fraud within 24-hours of discovery and in accordance with DFAT’s Fraud Policy and the respective Palladium Policy.
* Ensure Work Health and Safety compliance (with the Palladium standards and South African legislation) within the office environment is actively followed, all hazards are identified, controlled, and reported accurately.
Gender Equity and Social Inclusion:
Australia Awards in Africa is committed to supporting inclusive development practices across all program activities. Social inclusion is an umbrella term adopted by Australia Awards to refer to gender equality, disability inclusion and HIV support. Among your roles, you will be expected to implement and embed inclusive development practices within your work activity. You will be expected to demonstrate sensitivity to issues of social inclusion, and especially as you engage with candidates, awardees, alumni and other stakeholders.
Qualifications and experience
* Minimum Bachelor’s degree qualification in Business Administration, Events Management or a relevant field
* Minimum 5 years’ experience in coordinating travel and special events and office administration
* Proficiency in using the latest versions of Microsoft Word, Excel, PowerPoint, Access, Outlook; familiarity with mail merges and web searches
* Excellent written and oral communication skills in English verbal and written with ability to interact with diverse groups of people
* Broad understanding and knowledge of general office administrative functions
* Proven ability to develop and implement workable systems and processes
* Proven ability to use your initiative, with a high degree of professionalism and confidentiality demonstrated at all times
* Organisational and workload management skills including the ability to prioritise own work and reprioritise when necessary
* Excellent interpersonal skills both face-to-face and over the phone, projecting a high level of professionalism
* A keen eye for detail and the ability to produce high quality, accurate work with little supervision
* The ability to work under pressure and a willingness to work to tight deadlines while managing multiple projects and work assignments from a variety of staff
* Strong initiative and customer service ethic and high expectations for quality standards
* Demonstrated high energy level and flexibility, personable with sound judgement; knowledge of correct protocol for specific situations.
Special requirements
* Clean driving record and a valid drivers’ license required.
* Right to work in South Africa
* The successful candidate may at times be required to perform physically demanding tasks, such as carrying heavy boxes and setting up display materials.
* They may need to be “on call’ beyond normal business hours in order to address any directed travel queries employees or clients may have.
* The successful candidate must be prepared to work extended hours in some circumstances.
* Some travel will be necessary to attend and administer events.
Palladium develops and delivers solutions that create positive impact for communities, businesses, societies and economies. We transform lives and create enduring value by working with governments, corporations and non-profit organisations. Palladium is built on the idea that progress will be supported by four key pillars:
* International Development
* Strategy Execution Consulting
* Impact Investment
* Training and Events
We create positive impact through more than 100 current projects with more than 2000 employees operating in over 90 countries.
Background
Australia Awards in Africa is a Department of Foreign Affairs and Trade (DFAT) funded initiative designed to:
(i) equip Africans with the skills and knowledge necessary to influence the economic and social development outcomes of their own countries; and
(ii) build the long-term capacity of African governments to progress towards their development objectives.
Australia Awards in Africa provides a mix of Scholarships and Fellowships to Africans in the public, civil society and private sectors in targeted disciplines that support the home countries' developmental priorities.
Australia Awards in Africa is managed by Palladium on behalf of the Department of Foreign Affairs and Trade.
