Regional Office Administrator (ROA)

POSITION IDENTIFICATION

Job Title

Regional Office Administrator (ROA)

Department

Finance and Support Services

Location

Cape Town

Reporting Line

National Administrative Coordinator

Organization

Islamic Relief South Africa

Purpose of the Position:

The Regional Office Administrator (ROA) ensures the efficient and effective functioning of Islamic Relief South Africa’s regional office. The ROA manages administrative processes, supports operational delivery, and serves as the key liaison for logistical and facility-related matters to enable smooth day-to-day operations.

Key Responsibilities:

Administration

• Serve as a liaison within the office to ensure smooth operations.
• Monitor and maintain records and custody of office supplies.
• Ensure that sufficient resources are consistently replenished in a timely manner to guarantee efficiency, effectiveness, and optimal productivity.
• Carry out administrative tasks in line with operational requirements.
• Serve as the primary point of contact for IT issues, courier coordination, insurance processes, and fixed asset register management as applicable.
• Provide support as requested by the National Administrative Coordinator.
• Provide day-to-day supervision and performance oversight of the Frontline Assistant, Housekeeper, Driver, and General Worker (region-specific roles).
• Supervise communal areas to ensure cleanliness, hygiene, and replenishment of consumables.
• Report any issues or concerns to maintain a safe and secure premises.
• Manage boardroom, vehicle, and equipment bookings; monitor usage and availability.
• Track and report on all IT logs (ROA-Cape Town).
• Administer and report all insurance processes (ROA-Durban).
• Manage and update the national Fixed Asset Register (ROA-Johannesburg).
• Record and maintain accurate documentation for all office-related activities.
• Coordinate staff amenities relevant to Support Services and Finance.
• Assist with logistics for Board of Directors, Finance, and Support Services meetings.
• Oversee the maintenance, functionality, and cleanliness of all office equipment, ensuring that routine service is scheduled and actioned promptly.
• Coordinate timely repairs and maintenance for office infrastructure and assets, including vehicles, building facilities, fire extinguishers, server room, roofing, and garden areas.
• Ensure office security and liaise with the National Administrative Coordinator for facility upkeep.
• Answer and direct phone calls, take messages, and provide general information about the organization.
• Greeting visitors and direct them to the correct department.
• Monitor entrance and exit access to the building, ensuring security procedures are followed.
• Process in-kind donations, cash, and card transactions in compliance with organizational policies.
• Maintain accurate records of all transactions.

Finance Management

• Maintain custody of petty cash and ensure accurate record-keeping for all transactions. Request replenishment as needed and ensure compliance with finance policies.
• Prepare and submit operational expenditure documents where relevant, for approval and processing, in the form of purchase orders, payment requests, and procurement request forms within the prescribed timelines.
• Track and report on monthly administrative expenditure.
• Prepare the weekly bank and petty cash reports/logs and ensure deposit logs are completed and submitted to the Income Controller within required timeframes.
• Manage cash requests for office expenditure as may be required.
• Track office asset acquisition and movement with proper documentation.
• Maintain accurate records of all in-kind donations (IKD) income and distribution, submitting reports per stipulated timelines.

Communication

• Manage all incoming communication, including phone calls and courier services, and direct them accordingly.
• Oversee outgoing mail and package forwarding.
• Maintain mailing and contact lists.
• Prepare and distribute official correspondence and documentation as instructed by the National Administrative Coordinator.

Procurement & Logistics

• Facilitate supplier quotations and inputs for IT and administrative expenses.
• Submit procurement requests for administrative goods and services.
• Maintain and regularly update a list of regional administrative suppliers.

Ad Hoc Duties

• Perform additional duties as may be required by the department.

Educational Qualifications, Skills and Knowledge

• A bachelor’s degree in office administration or a related field (preferred) OR Matric with a minimum of 3 years’ experience in office administration and basic finance, preferably in an NGO setting.
• Experience in managing administrative, procurement/logistics, and financial tasks independently.
• Strong financial and analytical skills.
• Excellent communication and report-writing skills.
• Strong interpersonal skills to maintain professional relationships with stakeholders.
• High level of self-management, adaptability, and resilience.
• Ability to work independently and as part of a team.
• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, and Access).
• Strong attention to detail and accuracy.
• Ability to multitask and manage priorities efficiently.

Physical Demands/Working Conditions

• Must be able to work under pressure and multitask effectively.
• Understanding of the service required to IRSA and ensuring timely delivery to facilitate operational efficiency.
• Fast-paced and evolving environment requiring innovative and solutions-oriented thinking.
• Must be accountable, responsible, honest, and act with integrity at all times.

Key Interfaces

• National Administrative Coordinator
• Housekeeping
• Frontline Assistant
• Driver
• Head of Finance and Support Services
• Regional Office Administrators
• General Workers
• All IRSA staff
• Walk-ins and donors
• Callers to IRSA

Key Islamic Relief Qualities Required:

It is essential that the post holder shows a good understanding and sympathy 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 realizing 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.