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Jul 08, 2019

Administrative Assistant / Bookkeeper

  • Guild Cottage
  • Johannesburg, South Africa
Full time Admin-Clerical

Job Description

Guild Cottage seeks to appoint an Administrative Assistant / Bookkeeper, to be based in Johannesburg.

Start date: As soon as possible

Report to: The Executive Director of Guild Cottage

The purpose of this role is to perform administrative and bookkeeping functions to contribute to the operational excellence of Guild Cottage, including, but not limited to, daily and monthly accounting, reception and front office assistance, PA support to the Executive Director and general office administration.

Responsibilities:

Promote and protect the work and interest of Guild Cottage, its reputation and goodwill
Reception and front office
Answer the telephone, take messages, provide relevant information or transfer calls
Welcome and greet visitors, handle their inquiries, and direct them to appropriate persons
Monitor visitor access and staff movements in and out of the organisation, always maintaining a security awareness
Always keep reception area and office tidy and clean; reflecting the image of Guild Cottage
Keep and control inventory relevant to the reception area and front office
Bookkeeping and accounting
Make daily payments (manual and online) as and when required
Ensure all transaction are done in line with policies, procedures and corporate governance
Develop a system to account for financial transactions by establishing a chart of accounts
Maintain accounts by verifying, allocating, and posting transactions
Balance accounts by reconciling entries
Maintain general ledger by transferring account summaries.
Balance general ledger by preparing a trial balance; reconciling entries
Maintain historical records by filing documents
Prepare and supply weekly financial reports to management and the Board
Manage jumble sale funds appropriately and do banking thereof
Manage petty cash, ensuring enough funds with monthly reconciliations
Liaise with auditors, the bank and donors as and when required, always maintaining strong relations
PA support to Executive Director and Senior Social Worker
Manage and maintain diaries
Provide secretarial and administrative support as and when required
Secretarial and general office administration
Provide general administrative and clerical support
Arrange conferences, meetings and travel reservations for office personnel
Conduct searches to find needed information, using such sources as the internet
Organise and support office meetings (produce agenda and take minutes)
Type minutes and all other correspondence
Keep and maintain a filing system and ensure that all documents are filled timeously
Keep and maintain all archived information
Receive and sort mail and deliveries
Prepare and check e-mails
Order and dispense supplies
Learn to operate new office technologies as they are developed and implemented
Operate office equipment such as fax machines, copiers and fax system, and use computers for spreadsheet, word processing, database management and other applications
Monitor and maintain office equipment
Receive and manage “jumble” received from donors
Responsible for jumble sale
Responsible for the inspection of the vehicle
Organise and monitor maintenance and repairs

Requirements:

Matric or equivalent qualification e.g. NQF 4 coupled with preferably a tertiary qualification or extensive administrative/secretarial/accounting experience (Secretarial/Bookkeeping Diploma or equivalent)
Competency on an accounting package, i.e. Quickbooks
Analytical ability
Extensive office administration and bookkeeping/accounting experience
Computer literacy, Microsoft Office (Word, Excel, internet and email)
Fluency in English (working knowledge of an African language and Afrikaans will be an added advantage)
Ability to appreciate financial management controls and demonstrating an in-depth understanding of accounting principles and procedure within an NPO environment
Strong communication skills; verbal and written
Flexibility and ability to work under pressure
Strong interpersonal skills with proven ability to build and maintain positive working relationships
“Self-starter” with an appetite for work and learning
Absolute reliability, discretion and diplomacy
Cross-cultural sensibility and adaptability
Commitment to community transformation through young people

To apply, submit a detailed CV 

Please quote the source of this advertisement in your application 

This is an employment equity position with specific reference to females.

Guild cottage offers competitive remuneration, an opportunity for candidates to grow and develop, pension fund. Should you require any further information you can contact Celiwe Ngwenya 

Employment
Guild Cottage is a residential facility for the rehabilitation of 18 seriously traumatised girls, who are of school going age, and from all demographics, and it is the only short-term facility of its kind in South Africa. The girls are removed from their abusive circumstances and are referred to Guild Cottage by the courts. Our team of experts provides each child with appropriate therapy and helps them to heal. Most of the girls are placed in our care until they can reunite with their families or are progressed to places that continue their rehabilitation and healing. The aim is to assist these girls to become well rounded and productive members of society until they finish school.


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