VACANCY: OFFICE ADMINISTRATOR SARIMA is an association of Research and Innovation managers that operates at an institutional, national and international level, as well as across the research value chain, from research management through innovation to commercialization of research. The purpose of the association is to promote research and innovation management for the benefit of southern Africa. SARIMA requires the services of a part time administrator to take full responsibility for administration related to events, membership and communication. JOB SCOPE The job has four main functions: (i) Logistical and other administrative arrangements for training workshops, international and local meetings and other social events, (ii) Co-ordination and administration of communication including the website, monthly circulars, quarterly newsletter and social media. (iii) Maintaining membership and stakeholder databases (iv) Membership registrations A. Administration of workshops and other events These duties typically include: • Circulate announcements of the workshops/events • Publish workshop/event announcements on the website and social media • Assist with drawing-up of budgets for workshops/events • Seeking affordable, well-equipped venues of a good standard • Set up registration forms • Manage on-line registrations, payments and invoicing • Ensure that all registration fees are paid before commencement of the workshop/event • Manage travel arrangements for presenters • Manage on-site registrations at workshop/event including setting up of a registration desk with banners, name tags, attendance registers, etc • Liaise with delegates with regards to the venue, dietary requirements, accommodation options, etc • Arrange for printing or electronic distribution of workshop materials • Ensure that SARIMA marketing materials are updated regularly and printed for workshops/events • Assist with capturing of workshop/event feedback • Forward all invoices from the service providers to the SARIMA office for payment B. Co-ordination and administration of communication These functions need to be performed in close conjunction with the SARIMA Committee and project managers but with a degree of independent decision making. They typically include: • Liaison with the web-administrators, ensure that the information on the website is recent, updating information as requested by the SARIMA committee, etc • Co-ordinate the development of a monthly circular and distributing the circular at the beginning of each month. • Co-ordinate the development of a quarterly newsletter. • Responsible for communication on Twitter, Facebook and any other social media platforms. C. Maintaining databases • Maintaining SARIMAs membership and stakeholder databases • Ensure that the membership database complies with audit requirements • Further developing the SARIMA stakeholder database • Providing statistics on membership to the SARIMA Executive Committee D. Membership registrations SARIMA has more than 400 members: • At the end of each year current members should receive reminders to renew membership on-line. • Invoices should be generated and distributed • Assistance to new members must be provided should they experience difficulty to register on-line • Bank reconciliations must be done at the beginning of each month • Outstanding payments must be followed up regularly REQUIREMENTS The successful candidate will need to: • Be a self-starter who can motivate him/herself and be able to take initiative, • Work independently from home with own technical equipment, • Have senior administrative experience, • Have experience with social media, • Be prepared on occasions to travel to different cities in the region to oversee the administration of events organized away from Pretoria. • Be flexible, able to do multi-tasking and able to adapt to complexities presented by the job, • Be able and willing to deal with a wide range of people from all walks of life, including many senior academics and managers from industry, • Be fluent in English (in the spoken and written forms), • Be computer literate and very experienced in the use of MS Word, Excel, Outlook, Power Point, Access, etc. The successful candidate should preferably have: • A relevant qualification (a tertiary qualification is recommended) • Be familiar with SARIMA and its activities. DETAILS The position is a part time contract position, initially for one year and renewable dependent on suitable funding and performance. The starting date is 1 September 2014. The SARIMA offices are housed on the CSIR campus in Pretoria. Applications in the form of a CV, a covering letter outlining relevant experience and background and the reasons for applying should be emailed to the Office Manager at [email protected] before 17:00 on Friday, 22 August 2014. Late applications will not be considered. Short listed candidates must avail themselves for interviews in Pretoria or as agreed to by SARIMA.
Posted on: Tue, 19 Aug 2014 06:37:36 +0000
Recently Viewed Topics
© 2015