Zeebra Junction Vacancies 2022 | PROFESSIONAL ASSISTANT – REGIONAL ADMINISTRATOR Careers Opportunity In Cape Town, Western Cape

Zeebra Junction Vacancies | PROFESSIONAL ASSISTANT – REGIONAL ADMINISTRATOR Career Opportunity at Zeebra Junction Careers Web-page. Zeebra Junction Cape Town, Western Cape Jobs . Find-out Cape Town, Western Cape Government Jobs for freshers. Cape Town Entry Level Jobs In Western Cape. Get latest job Opportunity in South African Government. South African Government Jobs in Cape Town, Western Cape. Get All Hiring Updates From www.zeebrajunction.co.za

Notification Out From Zeebra Junction Careers Portal, Candidates Those Are Searching For Career Opportunities In Zeebra Junction, Can Apply For Jobs In Zeebra Junction For The Position Of PROFESSIONAL ASSISTANT – REGIONAL ADMINISTRATOR. Read Out Full Job Description About This Zeebra Junction Recruitment Described Below. But Before You First Confirm That Your Profile Matches With Recruiters Defined Eligibility Criteria.

Zeebra Junction Vacancies | PROFESSIONAL ASSISTANT – REGIONAL ADMINISTRATOR Careers Opportunity In Cape Town, Western Cape

Zeebra Junction Opened Hiring On Their Official Careers Portal, Job Seekers Who Are Eligible And Interested To Work With Zeebra Junction As A PROFESSIONAL ASSISTANT – REGIONAL ADMINISTRATOR, Now They Can Apply For Zeebra Junction Vacancies. This Is Great Career Opportunity For Those Candidates Who Are Looking For A Employment Opportunity On Zeebra Junction Careers Portal. Candidates Need Experience From Relevant Field And Required Qualification. Selected Candidates Will Get A Pay Of Around R 11134.00 per month. Zeebra Junction Vacancies In Cape Town, Western Cape.

Briefed Details Of Zeebra Junction Vacancies For Position Of PROFESSIONAL ASSISTANT – REGIONAL ADMINISTRATOR

Recruiting Agency / Department :- Zeebra Junction

Vacant Position :-   No Vacancies Available At A Time

Job Location :- Jobs In Cape Town, Western Cape

Jobs Type :- Zeebra Junction Vacancies South Africa

Salary :- R 11134.00 per month

Apply Through:- www.zeebrajunction.co.za

Zeebra Junction Vacancies In Western Cape, South Africa Full Job Description

Auto req ID: 275979BR

Job Description

Full Job Description

NPO – REGIONAL ADMINISTRATOR – OPERATIONS & COMPLIANCE – REGIONAL OFFICE CAPE TOWN

My Client an NPO (Not for Profit Organisation) who oversees and runs several Establishments offering a range of accommodation choices for Aged Care – covering independent, assisted, frail and dementia care as well as charitable work through two Child and Youth Care Centers and multiple outreaches across South Africa and Zimbabwe – is urgently recruiting for a Regional Administrator – Operations & Compliance to work out of the Regional Office in Cape Town.
My client offers a very competitive remuneration package for this role.

OVERVIEW AND DESCRIPTION OF ROLE
PROFESSIONAL COMPETENCIES REQUIRED (MUST HAVE):
o Good typing skills
o Logical thinking skills
o Communication skills
o Strong organizational and administrative skills
o Honesty and integrity
o Ability to maintain confidentiality
o At least 5 years working experience in an administrative and / or secretarial role
o Clean criminal record
o Own reliable transport

COMPETENCIES DESIRED (NICE TO HAVE)

Bookkeeping Experience, Analytical skills, NPO experience
Project Management
Working in the IT Field
Dealing with a diverse client base
Exceptional Engagement & Communication skills.
Management Diploma

EDUCATION REQUIREMENTS

Matric Certificate together with secretarial diploma
Management Diploma (will be an advantage – preferred )

Proven experience in Microsoft Office, including Word, Excel, Office 365, PowerPoint, etc.

Proven typing skills

ADDITIONAL COMMENTS ON THE ROLE

This position provides direct support to the Regional Management team, so a person of high integrity, self-motivation and the ability to work independently with minimal supervision is essential in the role.

GENERAL DUTIES & RESPONSIBILITIES:
Employee MUST be able to travel and spend extended periods away from Head Office.

This position is required to:
o Minute-taking at meetings of Establishments and any other, as required
o Minute-taking at EXCO and Board meetings.
o Full Board administration
o All travel arrangements for Organisation together with credit card administration and reconciliation
o General administrative assistance for the Regional Management Team including the CEO
o General administrative assistance for Marketing & Partnerships department
o Offers support to the regional team in terms of compliance and assisting all Establishments to reach compliance as needed

  • Assistance to the Regional Management Team:

o Maintain full filing system for CEO office
o Updating Organisation – NPO documentation on an annual basis
o Keeping record on an Excel spreadsheet of all TPA’s for all Establishments receiving government grants and monitoring receipt of tranches and expiry of agreement
o Maintain filing system for Head Office – Establishments
o Keep notice board up to date in CEO office indicating all current DSD and DOH licenses and expiry – all Establishments
o Regional compliance monitoring in conjunction with Internal Controller
o Management and administration of Standard Operating Procedures
o Preparing of EXCO / Board packs and distribution thereof prior to EXCO / Board meetings
o Taking of and typing of minutes of EXCO and Board meetings and any other meetings, as may be necessary from time to time
o Any other typing required in the CEO office
o All travel arrangements of the Organisation, as may be required from time to time
o Administration and reconciliation of the organization’s credit card on a monthly basis
o Ensure stock availability of coffee / tea / milk, etc. for Regional offices
o Ensure stock availability of stationery in Regional offices
o Maintain cleaning regime for all Regional offices with assistance from Facility Manager – Cape Town Establishment
o Any other duties as required by CEO or Regional Management Team
o All typing required by the Marketing & Partnerships department
o All filing required by the Marketing & Partnerships department
o Control and replenishment of marketing material as required
o Assistance with compilation of the Annual Report

  • Operations, Property & Risk:

o Draft yearly audit plans to monitor areas of operations as per set audit criteria:
o Determine internal audit scope and develop monthly and annual plans for the region
o Perform yearly audit cycles through the region based on the prescribed criteria
o Obtain, analyse and evaluate documentation, previous reports, data, report flowcharts
o Prepare and present reports that reflect the audit’s results and document process
o Act as an objective source and offer advice and insights to ensure that audit goal is achieved
o Identify loopholes, recommend risk aversion measures, and highlight possible cost-savings proposition that can be implemented
o Maintain open communication with Establishment Management ensuring transparency to maintain a good relationship
o Document the audit process and prepare audit findings to the Regional office
o Conduct follow up audits to monitor and advise management of needed interventions
o Engage in continuous knowledge development regarding sector’s rules, regulations, best practices, tools, techniques and performance standards
o Oversee and monitor daily administrative activities across functions for general operational compliance
o Track the business compliance certificates for all Houses as a high priority
o Health and Safety compliance – oversee the safety files and folders and appointments and general compliances
o Maintain and improve the current processes and reporting systems
o Regularly evaluate the efficiency of these systems according to organizational objectives and apply improvements
o Ensure all internal administrative policies and procedures are adhered to, to meet compliance and governance requirements
o Ensure that the Organisation runs with legality and conformity to established regulations
o Manage service level agreements and relations with customers, vendors, partners and other stakeholders and ensure legal and compliance aspects
o Oversee organizational insurance applications and tracking of claims
o Relevant Policy development and implementation
o Utility management and implementation/maintenance of cost control measures
o Oversea Fleet control and supervise pool vehicles’ records

  • Reports:

o Policy drafting for reporting schedule
o Monthly narrative House report – collection and uploads to Regional
o Quarterly reports – collection and uploads
o Annual reports – collection and uploads
o Quarterly TPA – Uploads

  • Payroll:

o Group reporting and dashboards

  • HR:

o File management through Establishment audits & performance reports to Regional
o Recruitment documents in place
o File checklists completed
o All files updated as per check sheet
o Files uploaded on Office 365

  • House Compliance:

o Actual Facility compliance according to statutory regulation through House audits
o TPA’s
o HSE certifications
o SLA’s agreements
o DOH
o DSD
o DOL
o Ensure that source documents and other relevant paperwork is named and dated correctly
o Compliance certificates, agreements and source documents uploaded for protection of information, i.e. TPAs, monitor certifications, monitor SLA’s register, HSE
o Flag expiring contracts of compliance certificates and implement consolidated tracking register

  • HSE Compliance:

o Health and Safety compliance through House audits
o Monthly HSE meetings – monitor uploads of minutes
o Appointments and Establishment compliance –
o All certification compliance
o Monthly checklist signoffs
o COVID Compliance
o Emergency preparedness plans, implementation and compliance

  • Resident Management:

o Resident information management, through Establishment audits
o Upkeep of resident database and standardisation of all sheets & folders
o Filing of residents’ files and compliance and uploads – oversight and reporting of compliance

  • Financial:

o House audits
o Track applications for rates, rebates, taxes
o Water & electrical readings and invoice confirmations

  • Projects Oversight:

o Project recommendations & proposal
o Budgets maintained
o Project timelines achieved
o Expense controls
o Cash flow management of projects
o Oversight
o Project drafting’s
o Project budgets
o Projects bill of quantities
o Project quotes and comparisons
o Project proposals for sign off
o Project management – physical project

  • Safeguarding:

o Reporting – balancing of Incidence and statistic monthly

  • Fleet Management:

o Tracker monitoring & reporting weekly
o Track and follow up on vehicle service plans & history / COF / Licensing / Breakdowns

  • IT & Infrastructure:

o Internal auditing and consulting engagements, including IT audit
o Assist in preparing and carrying out the IT audit plan
o Develop and mature a data analytics and continuous auditing program
o Conduct and lead an internal audit and IT audit review, delivering audit outputs within agreed timeframes
o Telephone account – recording & monitoring
o Network and data oversight
o Computer support
o General upkeep and maintenance and improvements
o Office 365 Admin Portals
o CCTV all houses
o Printers and readings

  • Policies and Procedures:

o Drafting of all general Operations, Property and Risk House policies and procedures
o Drafting of new policies and procedures when conducting audits to ensure ongoing compliance based on findings reports

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