National Administrative Coordinator

Position Identification

Position Title      :  National Administrative Coordinator

Organization       :  Islamic Relief South Africa

Location                :  Cape Town, South Africa

Reports to             :  Head of Finance and Support Services

Purpose of Position

The National Administrative Coordinator plays a pivotal role in ensuring the seamless operation of Islamic Relief South Africa (IRSA) across all three offices. The key objectives of this position are:

• To optimize operational efficiency and effectiveness
• To deliver high-quality support services that enhance productivity
• To ensure the smooth and efficient running of all offices

By fulfilling these responsibilities, the National Administrative Coordinator will enable IRSA to maintain exceptional operational standards, ensuring the organization’s continued success and growth.

Deliverables

The measurable deliverables are:

• Developing, documenting, maintaining and implementing standard operating procedures (SOPs) for all administrative functions.
• Ensuring that all SOPs are up-to-date, recorded, and executed accordingly.
• Maintaining accurate records and accounts of all administrative activities.

The National Administrative Coordinator will be responsible for a host of functions in assisting the Head of Department to ensure effective and efficient functioning of the Finance and Support Services Department.

• It includes ensuring that all Administrative functions nationally are operating optimally ensuring that there is interdepartmental synergy, productivity and efficiency.
• The role includes managing all IT related matters and relationships that support the organisational needs, which includes external service providers and the Islamic Relief Worldwide ICT support structure.   
• Coordinating regular Finance and Support Services training across the organisation.
• Efficient overseeing of each of the region’s general office function.
• Where necessary, internal audits may be required to be conducted to provide independent assurance that the Organisation’s risk management, governance and internal control processes are operating effectively.
• As the Data Protection lead, data protection is an essential part of this role, both in terms of dealing with privacy of data as well as storage and archiving of information.
• Consumables for all regional offices need to be managed as well as ensuring timeous payments of monthly utility accounts for each office.
• Timeous and regular notification of upkeep and maintenance items will need to form part of this function in order to safeguard the integrity of the assets of the organisation.
• Office equipment will have to be tagged and properly tracked by way of a Fixed Asset register to ensure that movable assets are accounted for.
• The National Administrative Coordinator will be responsible for motivating and organising their direct reports at head office and all other regions and is also expected to have a close working relationship with all Coordinators and the Head of Department so that utilisation of staff resources in the finance department is efficient and an ethos of cooperation is maintained for overall efficiencies.

Key Accountabilities

COMPLIANCE

PROCESS AND REPORTING (cash logs, In Kind Donation and automation)

• Wherever possible migrate processes to automated systems for greater efficiency.
• Ensuring proper adherence, where relevant, to the HR policy governing the administration, use, maintenance, responsibility for damages and return of company equipment.
• Control of office equipment:  The NAC must put in place relevant indemnities for the protection and management of all issued office equipment (vehicles, laptops, cell phones, headphones, screens, cameras, banners, marketing materials, speed point devices, collection boxes, etc.)
• Office stocks, consumables:  all office consumables and general office stocks such as stationery must be stored, monitored and maintained at adequate levels.
• In terms of management and procurement of stocks and consumables there should be efficient liaison with the Organisation’s procurement officer in utilising cost effective options.
• IKD Inventory:  The IKD process must be properly documented and circulated amongst the various role players. The process must be monitored for effective and efficient implementation. Routine, bi-annual and annual stock takes will be in effect as part of the monitoring process.
• Conduct necessary internal audits of all three processes; control of office equipment, office stocks, consumables and IKD inventory.
• Procurement: Laptops (and related computer equipment) to be procured as required.

Adherence and execution of the below sequential processes before a Procurement Request is submitted for a new, upgraded or repurposing of laptop are as follows:

• • Ascertain status of existing laptop from IT service provider with accompanying feedback report.
  • Ascertain the specifications aligned with the established allocation criteria for distributing computer resources to staff.
  • Ascertain the availability and useability of existing devices in stock.
  • Prompt Admin to initiate the procurement process where necessary.
  • Once purchased, ensure that the device is insured and the relevant asset management protocols have been implemented.

Regional Office Protocols:

The regional office protocols comprise various components that require effective monitoring by the National Administrative Coordinator that is required to have oversight over the direct report’s deliverables to ensure seamless operations and adherence to organizational standards.

• • Office buildings and property must be well maintained, kept clean and hygienic and be a positive reflection of the IRSA image and brand. Housekeeper checklists need to be designed for sign-off by the office administrators on a daily basis (to be adapted to the various office needs).
  • Entrance protocols should be established and adhered to for safety and health reasons.
  • Insurance management: ensuring that relevant insurance is applicable to all assets and that we are compliant
  • Communicate with the National Finance Coordinator and meet the deadlines for monthly and regular deliverables (safe logs, bank logs, petty cash reconciliations, general overhead monthly bills submissions, regional fixed asset registers, IKD monthly recons and stock take submissions, etc).
  • Asset maintenance: Regularly update and maintain organizational assets and associated maintenance schedules. Monitor the movements of assets and equipment, and upkeep of facilities.
  • Ensuring that all operational processes are being efficiently run:
    • courier services,
    • vehicle management (licenses, log books, maintenance schedules, usage logs),
    • consumable and printing (toners, paper, etc),
    • procurement
    • and boardroom management
    • etc
  • Ensuring that safety and security measures are in place for people and assets of the organisation.
  • Maintain relationships with service providers and ensure timely payments.
  • Reporting:  necessary reporting relating to support services and office management in all three regions must be supplied to the Head of Department in good time and as required.
  • Reviewing of Regional Office Administrator weekly reports, general overheads trackers, services trackers, IKD reports and stock sheers, Fixed Assets Register updates and feedback where applicable.
  • Submit on request any special reports that may be required by the Head of Department or Chief Executive Officer.

MONTHLY UTILITY ACCOUNTS

• The National Administrative Coordinator would need to assess the utility accounts relating to office management as well as organisational support and ensure that those invoices are presented to finance for payment, timeously on a monthly basis or as per the Service Level Agreement.  These would be items such as monthly overheads contracts, utilities for electricity, water and municipal rates, hygiene or office maintenance services, printing, fuel, courier, etc. All these accounts are submitted with supporting documents that track usage / consumption (monthly trackers, device statistics and stock sheets)
• These expenses should be tracked monthly per routine schedules and analysed for trends identified and cost efficiencies. This should prompt strategies that can be put in place to reduce expenses to the Organisation wherever necessary. Monthly feedback to be shared with the Head of Department.
• Budgeting schedules should be put in place for necessary upgrades, maintenance and upkeep in all offices. National Administrative Coordinator will be required to share input for the annual budgets presented to the Board of Directors.

For reporting purposes, expenses must be viewed from both a quantitative as well as qualitative aspect.

SUPPORT SERVICES MANAGEMENT

• As the National Administrative Coordinator, the direct reports will be all Regional Office Administrators, the Frontline Assistant, the Housekeeping Custodians, the Drivers and General Workers in Durban and Johannesburg.
• Task lists need to be created and regular feedback should be reviewed.
• Effective management of direct reports should be created through awareness of Key Performance Indicators.
• Ensure effective planning, monitoring, review and documentation of all Support Service activities.

• The National Administrative Coordinator to ensure efficient operation of all direct reports
• The National Administrative Coordinator would need to ensure that there is efficient management of the following functions:

• • • Compliance as per Key Performance Indicators
    • Processes and reporting as per Key Performance Indicator objectives.
    • Monthly Utility Accounts as per Key Performance Indicator objectives.
    • All Support Service related responsibilities.

• The National Administrative Coordinator will be required to coordinate and ensure there is proper communication and awareness for deadlines pertaining to Organisational meetings and attend to the necessary preparation and facilitation.

In relation to assistance for the HOD there would need to be management of the following functions:

• Advise and support where necessary to ensure efficient management of meeting attendance and post meeting actions.
• Attend to minute taking, meeting registers and agenda circulation in consultation with the HOD.
• Any required and necessary function that the HOD requests in support of that function or to support the function of the Finance and Support Services Department.
• Coordinating the weekly Halaqahs.
• Submitting inputs towards the Quarterly Finance and Support Services Board of Directors reports on all matters pertaining to the operational and support services of the 3 regions.

• Promote collaboration and synergy within the Finance and Support Services Department and broadly across the organisation.
• Identifying short-comings in the position and brainstorm how to overcome particular challenges.
• Undertake any other reasonable duties and responsibilities that are consistent with the job and needs of the organisation as and when assigned by the line manager.

Key Interfaces

• HOD of Finance and Support Services
• Regional Office Administrators
• Housekeepers
• General Workers
• All Coordinators
• Income Controller
• Expense Controller

• CEO

Physical Demands/Working Conditions

• Required ability to work under pressure and able to multitask.
• Understanding of the service required to IRSA and to ensure delivery is timeous in order to facilitate ease with output.
• Fast paced and developing environment that requires innovative and resolution orientated thinking.
• Must be accountable, responsible, honest and at all times act with integrity.

Educational Qualifications, Skills and Knowledge and Professional Etiquette Required

• A bachelor degree from an accredited University or training college with majors in business management/administration or finance.
• At least three years of experience in a Finance and Support Services department preferably in the field of an international NGO would be beneficial
• Good knowledge of Microsoft Excel
• Excellent communication skills
• Excellent organizational skills
• Self-motivated and innovative
• Committed and dedicated
• Uphold a Code of Confidentiality that protects the well-being of the organization and the dignity of staff
• Ability to identify potential threats to the well-being of the organization and its staff and resources and respond accordingly

Key Islamic Relief Qualities Required

• It is essential that the post holder shows a good understanding has empathy with Islamic values and principles as well as commitment to IR’s vision and mission as per below:

• Excellence (Ihsan): Our actions in tackling poverty are marked by excellence in our operations and conduct which are deserving of the people we serve.
• Sincerity (Ikhlas): In responding to poverty and suffering our efforts are driven by sincerity to God and the need to fulfil our obligations to humanity
• Social Justice (Adl): Our work is founded on enabling people and institutions to fulfil the rights of the poor and vulnerable. We work to empower the dispossessed towards realising their God-given human potential and developing their capabilities and resources.
• Compassion (Rahma): We believe the protection and well-being of every life is of paramount importance and we shall join with other humanitarian actors to act as one in responding to suffering brought on by disasters, poverty and injustice.
• Custodianship (Amana): We uphold our duty of custodianship over the earth, its resources and the trust people place in us as humanitarian and development practitioners to be transparent and accountable.