Administrative Assistant

Reports to: Site Manager
Team: Administration
Location: Pretoria, South Africa
Grade: 7 (N)
Starting salary: ZAR 123,121
Status: Non Exempt

RSC Africa

The Resettlement Support Center (RSC) Africa operates a US refugee resettlement program in sub-Saharan Africa through a Cooperative Agreement with the Department of State/Bureau of Population, Refugees and Migration.  RSC Africa is responsible for the preparation of refugee case files for adjudication by US Citizenship and Immigration Services (USCIS) officers, as well as the out-processing and cultural orientation of all approved cases.  RSC Africa is administered by the Church World Service Immigration Refugee Program (CWS/IRP) and is based in Nairobi, Kenya.

Benefits

CWS Global and RSC Africa offer a total compensation package.  The total compensation package includes life insurance, comprehensive health insurance, dental coverage, vision coverage, RSC Africa offers 10% retirement contribution with a 5% employee match, 22 vacation days a year, 30 sick days per year at full pay and 15 days sick a year at half pay, compassionate leave, and an Employee Assistance Program (EAP).

EEOC

Church World Service does not discriminate on the basis of race, color, national origin, sex, sexual orientation, religion, age, disability, or veteran status in employment or the provision of services.
 
Due to the volume of applications that we receive, only those individuals shortlisted will be contacted.

To Apply:

Please click the below link to apply directly online to this position.

http://rscafrica.applicantstack.com/x/detail/a2d9enf4b6eq

This position is open to national applicants.
 
Please note RSC Africa does not accept resumes for positions that are not posted.  All applicants are required to submit their resume using the on-line applicant tracking system

Eligibility List

The eligibility list established as a result of this job posting will be used for a minimum of six months or until the list is exhausted.  This list will be used to fill any current and immediate future vacancies.  Individuals who are interested in this position should submit their application materials now.

Communication

Please note RSC Africa uses e-mail for all recruitment contacts.  Please be sure to check your e-mail regularly.

Application Materials

Your application materials should clearly indicate how you meet the requirements of the position.  Be sure your resume is in an easy to read format.  Dates of employment on your resume should be in mm/yy format.

Primary Purpose

This position is responsible for assisting the Site Manager, Finance and Logistics staff of RSC Africa Sub Office in Pretoria, South Africa.

Supervision

This position reports directly to the Site Manager.                                                                                                                     

Essential Duties

  • Interprets written business requirements and technical specification documents;
  • Maintains a filing system for the Administrative documents of the Sub Office that facilitates easy retrieval of documents;
  • Receives invoices and attaches them to payment vouchers (PVs). Also attaches copies of contracts to PVs;
  • Labels all fixed assets and updates the fixed assets registers with any new assets and asset movements in a timely manner;
  • Monitors the movement of check payments in circulation for signing;
  • Manages petty cash under the supervision of the Finance Officer;
  • Manages a flow of documents between other departments and the Site Manager’s office;
  • Assists the Logistics Officer with various duties including keeping track of Miscellaneous Charge Orders issued, keeps a list of all announced circuit rides, shares circuit ride details with those who need to know and assists with visa processing;
  • Operates the reception duties as determined by Site Manager.
  • Types memos and correspondence as required by Site Manager;
  • Takes minutes during staff meetings for distribution;
  • Assists in the preparation and implementation of SOPs for the Sub Office;
  • Assists with postage, weighing as needed;
  • Assists in bookkeeping duties as assigned by the Finance Officer;
  • Assists in sending out and receive/distribute fax messages as required;
  • All other duties and responsibilities determined appropriate by the Site Manager.

Qualifications

Education:
Bachelor’s degree in Business Administration/Management required OR four years of equivalent work experience.
 
Experience:
One year directly related specialized experience performing the essential functions is required.

Knowledge/ Skills:

  • Demonstrated written and verbal English skills;
  • Demonstrated computer skills, especially Microsoft Word, Excel and Outlook
  • Demonstrated organizational and time management skills;
  • Demonstrated strong communication skills.

Abilities:

The Administrative Assistant must have the ability to:

  • Maintain the integrity of confidential financial and personnel information;
  • Communicate effectively both verbally and in writing;
  • Follow instructions from the supervisor with a positive and receptive attitude;
  • Deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;
  • Conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa Sub Office and CWS/IRP;
  • Maintain a high performance standard with attention to detail;
  • Carry out all of the duties of the position efficiently and effectively with minimal supervision;
  • Take initiative;
  • Maintain strict confidentiality with RSC Africa Sub Office administrative and operational information;
  • Manage a large and diverse workload under pressure with competing priorities;
  • Work well as a team in a multi-cultural environment while maintaining a high level of motivation;
  • Effectively manage RSC Africa’s Sub Office resources;
  • Actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa.

Competencies

Communication
Ensure effective exchanges of information with others.  Examples of skills and behaviors include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.
 
Relationships
Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.
 
Job Knowledge
Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations.  Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.
 
Teamwork
Work effectively and contribute as a member of a team.  Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations etc.; and actively participating in developing ideas for ways to increase team effectiveness.
 
Problem Solving
Analyze information and develop solutions to challenges that arise during the course of performing a job.  Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.
 
Program Planning and Management
Organize work and/or plan projects and ensure timely completion and/or successful implementation.  Examples of skills and behaviors include identifying and analyzing program options; identifying the tasks and deliverables required for successful completion; managing one’s time; monitoring the resources involved and ensuring that they are directed most effectively; and working with all involved to ensure successful completion.
 
Leadership
Guide and direct oneself or other individuals and groups toward a desired outcome. Examples of skills and behaviors include taking the appropriate level of initiative to resolve problems or remove obstacles, bringing individuals together around a common goal; evaluating information and making decisions; navigating conflict and obstacles; and ensuring that communication takes place between all parties involved.
 
Resource Building and Stewardship
Balance the acquisition or investment of organization resources with responsible use of those resources in line with the organization’s mission.  Examples of skills and behaviors include taking advantage of all opportunities to cultivate potential donors; evaluating situations to identify the best use of resources; and making responsible investments of resources that increase organization effectiveness.
 


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