Job Advert Summary

(This is a permanent position based in WWF-SA Head office in Newlands, Cape Town)

WWF is the world’s largest and most respected independent conservation organisation, with over 6 million supporters and a global network active in over 100 countries. WWF's mission is to stop the degradation of the Earth's natural environment and to build a future in which humans live in harmony with nature, by conserving the world's biological diversity, ensuring that the use of renewable natural resources is sustainable, and promoting the reduction of pollution and wasteful consumption.

WWF South Africa is a national office that is part of the WWF network. We are a local NGO that has worked for 50 years with the aim of inspiring all South Africans to live in harmony with nature, for the benefit of our country and the wellbeing of all our people. WWFs work is for nature, for you.

Our work is challenging and exciting and we love what we do. To join our team, you need to be brilliant at what you do, passionate, results-orientated and have a positive attitude.

Primary Objective:
To provide administrative support to the broader Finance and Business Support Team.

Minimum Requirements

• Grade 12 (tertiary qualification is an advantage)
• A valid driver's license is required
• Minimum 5 years’ experience in office administration and management (reception duties, minute taking, supplier onboarding, travel arrangements, and general office duties)
• Knowledge and experience of applicable Health & Safety regulations and organizational implementation and monitoring thereof.
• Facilities and vehicle fleet management experience
• Experience in working with various organization operational systems: Finance, Travel, IT
• Administrative & Project management skills
• Excellent verbal & written English communication skills
• Computer literate: MS Office Suite, ERP System experience, Net Suite experience and Comms platforms (Team, Zoom etc.)
• Good organization and planning skills with an ability to multi-task.
• Attention to detail.
• Able to work under pressure and meet deadlines.
• Analytical skills and systems thinking ability
• Solutions focused approach with good problem-solving skills
• Collaborative working style
• Strong personal integrity
• Able to work independently
• Ability to engage and influence others
• You recognise yourself in the values of WWF: Courage, Integrity, Respect, Collaboration and Inclusion

Duties and Responsibilities

Provide administrative support to the Operations Team where needed. This will include, but is not limited to:

• Health and Safety administration –
  • scheduling training for first aid, fire marshals and health & safety representatives
  • scheduling bi-monthly committee meetings.
  • sending out meeting packs, minute taking of meetings, uploading minutes to Share Point and MS Teams.
  • Updating H&S posters
• Knowledge Management – updating Share Point as required for calendar, policies, standard operating procedures and practice notes.
• Assist with coordinating the annual Network Performance Overview for submissions to WWF International (CPM reporting).
• Loading expense claims, advances, purchase orders for Operations Manager.
• Travel bookings for Operations Manager.
• Schedule workshops as and when required which includes booking venues, agendas and minute taking.
• Facilities and Fleet -
  • Provide switchboard relief over lunch and from 16h00 to 17h00, as well as be a back-up when the current receptionist is not available.
  • Backup to Receptionist to book travel arrangements and develop itineraries for the Finance and Business Support team
  • Back-up for the Facilities & Fleet Administrator when not available.
    • Deal with insurance queries and claims.
    • Order/Purchases of office supplies.
    • Create supplier purchase orders.
    • Office maintenance
    • Maintenance, servicing and coordinate the reservation of pool vehicles.
  • Backup support to Braamfontein Office Manager.
  • Backup support to Travel desk.

Provide administrative support to the IT team where needed. This will include, but is not limited to:

• After receiving quotes from IT, raising purchase orders for IT assets.
• Follow up on behalf of IT, on the status of delivery of all orders.
• Matching of supplier invoices to purchase orders.
• Ensuring payment to suppliers are facilitated according to supplier Terms and Conditions.

Provide administrative support to the Legal team where needed. This will include, but is not limited to:

• Collate quarterly Board packs for review by the Head of Legal.
• Filing of documentation as required.
• Scheduling of meetings (Risk Management, training workshops)

Provide administrative support to the Finance where needed. This will include, but is not limited to:

• Assist with onboarding of new suppliers.
• Attend Project Administration Team meetings.
• Assist accountants to upload CSV files for project budgets (Pyango).

To apply please provide a detailed CV and cover letter fully motivating the relevant skills, experience and creativity that you can bring, together with the names, current e-mail addresses and telephone numbers of three relevant references.