Collaborative Careers are assisting a client with offices based in Durban to recruit for an administrator to join one of their divisions.

Ideally we are looking at someone who has excellent administrative and communication skills coupled with strong secretarial / PA and project experience.


Minimum Requirements :

Must be in possession of a relevant administration qualification/degree

Experience of at least a minimum of three years of administrative, secretarial and project assistance

At least two years of operational experience in an NGO environment is preferred

Preferred qualification: Bachelor’s degree/project management qualification/Administrative qualification or project coordination experience

Must be innovative and creative in identifying and exploiting opportunities that promote the objective of the Department

Able to function effectively and efficiently at an operational level

Knowledge and expertise in event planning

Demonstrated ability to attend to detail, plan and priorities work, meet deadlines to successfully deliver to a diversity of demands

Excellent verbal and written communication skills (English);

Good computer skills ( Excel is a must )

Strong, inclusive interpersonal, project management and organizational proficiencies; and

Strong administrative and financial management skills


Key Responsibilities:

Ensuring that projects are run in compliance with the Organization’s requirements

Maintaining and integrating project plans

Tracking & reporting overall progress

Administering the project budget

Planning & scheduling resources for a group of projects

Assists with necessary logistical preparations for activities

Keeps up to date electronic information of the department

Assist with the development and management of an on-line filing system for the Department and is responsible for filing of all documentations

Scheduling meetings

Take minutes of project meetings as required

Coordinate processes associated with preparations and organizing of workshops (invitations, venues and other related logistics

Organize travel arrangements and related accommodation for management and project staff and any other project related arrangements that are require

Performing quality reviews

Liaising with all relevant stakeholders both internal and external

Contract Management

Facilitate and coordinate contract production with Vendors

Contract Management - Manage vendors against responsibilities outlined in the contract

Coordinate and support the outcomes of projects and related activities in terms of approved business, stakeholders, and project plans

Relationship management (Internal and External)

Monitor and resolve queries raised by stakeholders and give feedback

Incident management

Follow escalation process in the event that queries are not resolved within stipulated time

Maintaining and reviewing documentation including records of minutes of meetings, Invoices, online volume report, batch number control sheet, Service Level Agreements and Operational Level Agreements

Provide advice and review the quality of documentation

Cost Controlling - Monitor budget expenditure and ensure compliance with the organization's cost effective measures

Financial reconciliations

Reconcile cost against service received from vendors

Assist with data security initiatives

Booking meetings for Vendors and Management

If you meet the above requirements and posses the necessary skills, please send us a copy of an updated cv , which also states current salary and expected salary requirements.