The Office Administrator ensures smooth running of our organisation’s office, helping to ensure PVSA is both an effective organisation, and a great place to work.
The Office Administrator will be responsible for supporting the Director of ProVeg South Africa in overseeing the operational activities of the NGO.
Their primary responsibility will be to ensure the efficient and timeous functioning of all administrative functions of PVSA, including bookkeeping, filing, compliance, and where required suggesting and implementing process improvements to ensure team members have adequate administrative support and structures to work efficiently.
The ideal candidate will thrive in a support role, have great communications skills, be competent in prioritising and working with little supervision.
They will be self-motivated and trustworthy and have impeccable attention to detail.
Reports to: Director, ProVeg South Africa
Location: Cape Town, Southern Suburbs
Hours: 20h/ week (this role is intended as a part-time role, we might consider increasing the hours to full-time for a candidate that has the required and preferred qualifications and experience)
Contract type: Permanent after 3-month probation Salary range: R8k/month - R10k/month for 20 hours per week, depending on qualifications and experience
Coordinate office activities and operations to secure efficiency and compliance to PVSA policies and ProVeg International guidelines.
Suggest and implement improvements to policies or procedures to maximise the efficiency of the organisation’s operations.
Manage office phone calls, receive and dispatch deliveries.
Assist with ad hoc administrative tasks required by heads of departments.
Data capturing and filling in forms.
Filing, including scanning physical documents and uploading to the cloud.
Assist with the above office administration duties for PAN South Africa; a younger, smaller NGO with close links to PVSA.
Support to the Director:
Manage PVSA info mailbox, and screen the Director’s mailbox.
Manage agendas/travel arrangements/appointments etc. for the Director and other senior staff.
Identify and manage tasks, including identifying internal and external requests for input/consultation and assigning these to the relevant team member or department, and keeping track of these tasks.
Submit timely reports and prepare presentations/proposals as assigned.
Taking meeting minutes, drafting memos.
Finance & Secretarial Support:
Basic bookkeeping and correspondence with accountants.
Loading payments on online banking, monthly bank, debtors and creditors recons.
Supporting the outsourced payroll function by providing monthly employee updates.
Ensure all CIPC and other statutory compliance is kept up to date.
Issuing S18A tax certificates to donors.
Maintaining fixed asset, stock and merchandise register.
Manage team-building events and training, such as planning team retreats and team evenings.
Support the recruiting and onboarding of new employees.
Create and update records and databases with personnel data.
Maintain leave register and other basic HR procedures .
Minimum of 2 years of proven experience as an office administrator, office assistant, PA, or relevant role.
Outstanding written and verbal communication skills.
Basic bookkeeping experience*.
Experience with CIPC compliance*.
Familiarity with office management procedures.
Strong organisational abilities including planning, and delegating systems development.
Ability to thrive in a fast-paced, small yet rapidly growing nonprofit work environment.
Seeks out and delivers timely and direct feedback that contributes to the ongoing development of oneself, team members and a positive organisational culture.
Experience working with people from different backgrounds and a strong commitment to equal opportunities.
South African citizen or valid work permit to work in South Africa.
Please do not apply if you do not have bookkeeping experience or experience with CIPC submissions as this experience is vital to the role.
Applications without this experience will not be considered.
Experience working in fields relating to food, animals, health or the environment.
Alignment with the vision and mission of PVSA.
Experience with any of the following software: Personio, Google Suit, Wrike, Slack.
Fluency in additional South African Languages.
Knowledge of legal procedures relating to government regulations relating to food, animals, health or the environment.
Benefits of working with us
A strong organisational focus on personal development and a designated training budget.
Become part of a great team and work with us to create a world in which everyone chooses delicious and healthy food that is good for all people, animals, and our planet.
Application deadline: 2 October
Start: 1 November (or as soon as possible after this)
ProVeg is committed to equal employment opportunity for all, regardless of race, religion, colour, sex, age, national origin or ancestry, refugee background, genetic information, disability, marital status, parental status, pregnancy, sexual orientation, HIV status, gender identity, or gender expression.
People of colour, minorities, women, people of all genders, people with disabilities, people from LGBTQIA+ communities, people of all age groups, and people living with HIV are strongly encouraged to apply.
Our Application Procedure
Please send us your application documents (including cover letter, curriculum vitae, and references) using the application form.
In your cover letter (which is mandatory part of your application), please answer the following questions:
Please describe the level of your bookkeeping experience (please note candidates with no bookkeeping experience will not be considered for the role)
Please explain your experience with office administration
Please indicate your ability to travel daily to an office in Cape Town (Cape Town CBD or Southern Suburbs)
The next steps in the application process include:
A general online assessment
A first interview with HR
Job-specific online trial assignments
An online interview with the Director of ProVeg South Africa and Vice President of ProVeg International
ProVeg International is a food awareness organisation working to transform the global food system by replacing animal-based products with plant-based and cultured alternatives.
We work with decision-making bodies, companies, investors, the media, and the general public to help the world transition to a society and economy that are less reliant on animal agriculture and more sustainable for all humans, animals, and our planet.
We have offices in nine countries across four continents and are active around the world.
ProVeg has a permanent observer status with the UNFCCC, special consultative status with ECOSOC, is accredited for UNEA, and has received the United Nations’ Momentum for Change Award.
We base our strategy on empirically-based evidence whenever possible.
We seek to stay abreast of the latest research to inform our strategic considerations and outreach materials.
We evaluate all of our programs to make sure we are allocating our resources in the best way to reach our goal.
ProVeg fosters a culture in which challenges become opportunities to learn and thrive.
Because changing the global food system is a huge undertaking, we are looking for new team members who are pragmatic and professional and who are willing to step out of their comfort zone when needed.
Critical problem-solving skills, team spirit, and creativity are all vital to accomplishing our ambitious goals.
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