EMG EMPLOYMENT OPPORTUNITY:

ENVIRONMENTAL MONITORING GROUP (EMG): OFFICE ADMINISTRATOR/BOOKKEEPER

Opportunity closing date: 26 September 2023
Opportunity type: Employment (full-time)

EMG is a non-profit environmental organisation working towards a world where unity between people and nature ensures justice and equity for all. We work with communities striving to protect the environment in which they live, improve access to water and food sovereignty within the context of climate change.

EMG is an equal opportunity employer committed to building a diverse staff profile that reflects the diversity of our country. We are looking to appoint an administrator/bookkeeper including receptionist duties to join the organisation. This is a full-time position, based in our Observatory office, Cape Town.

Starting date: 1 October or as soon as possible thereafter.

As the first point of contact with the organisation, the purpose of the administrator/bookkeeper is to provide a professional and friendly welcome both in person and on the switchboard to all partners, clients, members of the public and EMG colleagues.

Remuneration: Market related salary dependent on experience level

Responsibilities:

Administrator/Bookkeeper duties include:

  • Support to Finance Manager to ensure that all stipulated EMG financial, procurement and human resource processes are followed in accordance.

  • Processing and payment of invoices as instructed by the Finance Manager.

  • Capturing of financial entries on QuickBooks.

  • Perform monthly bank reconciliations and project advances.

  • Process journal entries and any other ad hoc duties as requested by Finance Manager and Project Managers.

  • Managing of EMG Petty Cash, including managing receipts and reconciling petty cash records accurately and timeously.

  • Assist Financial Manager in maintaining the EMG Funder Database, EMG Asset Register and EMG Financial Policies and Procedures and Employment Policy and Procedures manuals.

  • Liaise with service providers to ensure upkeep of EMG office maintenance e.g., alarm company, telecommunications and internet service providers, insurance, recycling services etc.

  • Supporting operational staff with regard to booking of transport, flights, accommodation and venues for official travel in accordance with EMG procurement policy processes.

  • Support to the Board of Trustees, Executive Director, and staff for organisational meetings – scheduling, minute-taking, and providing refreshments and lunches.

  • Keeping meeting room diary for staff workshops and events.

  • Management and maintenance of official documentation including staff leave records, claim forms, expense forms etc.

  • Maintaining and updating service provider contacts records.

  • Office security – including keeping record of office key holders and key receipt for key holders.

  • Maintaining the EMG Inventory – asset register management.

Receptionist duties include:

  • Managing the EMG switchboard and answering service – answering and transferring telephone calls, taking messages, and recording calls accurately.

  • Front of house meet and greet, screening and monitoring all visitors to the office.

  • Responsibility for office postage, courier services, procurement and renewals/registering online for office business etc.

  • General house-keeping – supervision of EMG office cleaner, ensuring a clean and well-maintained office environment & purchasing of house-keeping materials.

  • Ordering of office stationery and ensuring stationery supplies remain stocked.

Requirements:

  • At least 2 years’ experience as a professional receptionist.

  • Diploma/Certificate in Office Administration, or equivalent.

  • Effective communication skills in English (spoken, written, reading).

  • Competence and experience using Microsoft Office suite (Outlook, Word, Excel) and QuickBooks accounting or any other accounting software.

  •  Experience of bookkeeping and financial compliance is an essential requirement.

  • Additional computer skills would be an advantage e.g., PowerPoint, WordPress

  • Proven track record of ability to communicate well with people.

You will be a good fit with the rest of EMG if you are also:

  • Self-motivated and flexible.

  • Friendly and willing to participate in team activities.

  • Innovative and creative.

  • Fair minded and practical.

  • Speak additional South African languages.

  • You should be a South African citizen (or hold a valid work permit).

To apply, submit your CV along with a covering letter outlining your suitability for the post to: mandy@emg.org.za

Please note:

  • Only shortlisted candidates will be contacted.

  • Shortlisted candidates will be required to provide at least 3 contactable references.