Administrative Assistants at Africa Institute of South Africa
By: Date: Categories: ADMIN JOBS
Introduction

The Africa Institute of South Africa (AISA), within the Human Sciences Research Council, is seeking to appoint two (2) Administrative Assistants for its project, “Food and Nutrition Security Survey in South Africa.” The Administrative Assistants will be employed for a period of 12 months and are expected to assist the Programme Manager with running and coordinating the administrative duties of the project in all the nine provinces of South Africa. The responsibilities of the Administrative Assistants include assisting with day to day operations of the Human Resources (HR) functions, of the project, making travel and meeting arrangements, preparing reports, invoice management, financial reconciliation, maintaining appropriate filing systems, and handling ad-hoc administrative requests.

2 x Administrative Clerks
REF: AISA AA/12/01
12 months project contract
Pretoria based

Successful applicants will need to ensure that they are able to avail themselves for the full 12 months of the project including the training period.

Job Functions
Research,Research and Development
Industries
Research
Specification
2 x Administrative Clerks
REF: AISA AA/12/01
12 months project contract
Pretoria based

Successful applicants will need to ensure that they are able to avail themselves for the full 12 months of the project including the training period.

The main objectives in terms of the position advertised for this project are:

To assist a fieldwork team to collect reliable data, analyse and provide 9 Province and 1 National Report

Deliver the project in line with extremely tight deadlines

In line with the project deliverables the following key responsibilities were identified:

Key Responsibilities

Compiling and updating the records of all short-term contract employees;

    • Distributing and reconciling all attendance registers required for payroll submissions
    • Distributing and collating all payroll information;
    • Responsible for liaisons between senior staff, the HR Department, payroll and all short-term contract employees;
    • Assist with the coordination of research booking of accommodation and transport logistics for fieldwork teams across all the nine provinces of South Africa;
    • Scheduling meetings and appointments;
    • Taking notes and minutes in meetings;
    • Ordering and taking stock of project-linked supplies;
    • Assist with the preparation of training and fieldwork packs;
    • Assist with financial and project reconciliations;
    • Assist with time-billing follow ups and reconciliations;
    • Assisting with overseeing the delivery of project expectations and adjusting these as necessary to ensure that the project is delivered to stated specifications and high standards.
    • Key Requirements:
    • Applications: Please quote the above reference number on your application and include three contactable referees (with telephone and e-mail contact details). The HSRC will only consider applications that include the above requirements.
      Project timeline:
      The successful candidates will be appointed on project-based contract with specified deliverables and will be required to work a minimum 40-hour week. This work may extend to weekends but will be limited as far as possible and flexi-time arrangements could be considered through prior written approval to limit overtime expenditure
    • Applications are to be submitted online at http://hsrc.jb.skillsmapafrica.com/
      Should you experience challenges adding documentation you can submit these to HRshortterm@hsrc.ac.za indicating the post reference number in the subject line. Your application will not be considered if the correct reference number for this application is not provided. You are however, still required to register your application on SkillsMap, failing to do so will result in your application not being accepted. Only applications adhering to all the requirements will be considered.
      For enquiries only, not applications, please contact Dr V Mjimba on 066-072-2763 and/or Ms E Maritz on 066-072-2628. Your application will not be considered if the correct reference number for this application is not provided.
      Closing Date: 19 February 2021. We encourage applicants to submit prior to that date. Applicants who have not been contacted within two weeks should assume that their application has been unsuccessful. Only candidates who are interviewed will be advised of the outcome of the interview.
      The HSRC reserves the right to not make an appointment
    • Minimum of a 3 year certificate or diploma from a recognized university or TVET College;
    • Accounting/financial knowledge;
    • Fluency in English and any of the local languages in South Africa;
    • Flexibility and willingness to take on additional tasks as per requirement;
    • High personal motivation and self-management;
    • Articulate and tactful communication skills;
    • Accuracy and attention to detail;
    • Prior experience with HSRC or within a research environment will be an added advantage;
    • Good interpersonal, facilitation, and problem-solving skills;
    • Successful applicants will be evaluated during training and over the duration of the project and if any part of this work is not completed to the satisfactory level as required, the appointment will be terminated; and
    • Availability to work from February 2021 to December 2021; and be available to work over weekends if required.
    APPLICATIONS FROM RECRUITMENT AGENCIES WILL NOT BE ACCEPTED

Requirements

    • 2 x Administrative Clerks
    • REF: AISA AA/12/01
    • 12 months project contract
    • Pretoria based
    • Successful applicants will need to ensure that they are able to avail themselves for the full 12 months of the project including the training period.
    • The main objectives in terms of the position advertised for this project are:

To assist a fieldwork team to collect reliable data, analyse and provide 9 Province and 1 National Report

    • Deliver the project in line with extremely tight deadlines
    • In line with the project deliverables the following key responsibilities were identified:
    • Key Responsibilities

Compiling and updating the records of all short-term contract employees;

Distributing and reconciling all attendance registers required for payroll submissions

Distributing and collating all payroll information;

Responsible for liaisons between senior staff, the HR Department, payroll and all short-term contract employees;

Assist with the coordination of research booking of accommodation and transport logistics for fieldwork teams across all the nine provinces of South Africa;

Scheduling meetings and appointments;

Taking notes and minutes in meetings;

Ordering and taking stock of project-linked supplies;

Assist with the preparation of training and fieldwork packs;

Assist with financial and project reconciliations;

Assist with time-billing follow ups and reconciliations;

Assisting with overseeing the delivery of project expectations and adjusting these as necessary to ensure that the project is delivered to stated specifications and high standards.

Key Requirements:

    • Applications: Please quote the above reference number on your application and include three contactable referees (with telephone and e-mail contact details). The HSRC will only consider applications that include the above requirements.
      Project timeline:
      The successful candidates will be appointed on project-based contract with specified deliverables and will be required to work a minimum 40-hour week. This work may extend to weekends but will be limited as far as possible and flexi-time arrangements could be considered through prior written approval to limit overtime expenditure
      Applications are to be submitted online at http://hsrc.jb.skillsmapafrica.com/
      Should you experience challenges adding documentation you can submit these to HRshortterm@hsrc.ac.za indicating the post reference number in the subject line.
    • Your application will not be considered if the correct reference number for this application is not provided. You are however, still required to register your application on SkillsMap, failing to do so will result in your application not being accepted. Only applications adhering to all the requirements will be considered.
      For enquiries only, not applications, please contact Dr V Mjimba on 066-072-2763 and/or Ms E Maritz on 066-072-2628. Your application will not be considered if the correct reference number for this application is not provided.
    • We encourage applicants to submit prior to that date. Applicants who have not been contacted within two weeks should assume that their application has been unsuccessful.
    • Only candidates who are interviewed will be advised of the outcome of the interview.
      The HSRC reserves the right to not make an appointment
    • Minimum of a 3 year certificate or diploma from a recognized university or TVET College;
    • Accounting/financial knowledge;
    • Fluency in English and any of the local languages in South Africa;
    • Flexibility and willingness to take on additional tasks as per requirement;
    • High personal motivation and self-management;
    • Articulate and tactful communication skills;
    • Accuracy and attention to detail;
    • Prior experience with HSRC or within a research environment will be an added advantage;
    • Good interpersonal, facilitation, and problem-solving skills;
    • Successful applicants will be evaluated during training and over the duration of the project and if any part of this work is not completed to the satisfactory level as required, the appointment will be terminated; and
    • Availability to work from February 2021 to December 2021; and be available to work over weekends if required.
  • Closing Date: 19 February 2021.

 

 

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