Guild Cottage: Administrative Assistant / Bookkeeper

Guild Cottage
Opportunity closing date: 
Thursday, 25 July, 2019
Opportunity type: 
Employment

Guild Cottage is a residential facility for the rehabilitation of 18 seriously traumatised girls, who are of school going age, and from all demographics, and it is the only short-term facility of its kind in South Africa. The girls are removed from their abusive circumstances and are referred to Guild Cottage by the courts. Our team of experts provides each child with appropriate therapy and helps them to heal. Most of the girls are placed in our care until they can reunite with their families or are progressed to places that continue their rehabilitation and healing. The aim is to assist these girls to become well rounded and productive members of society until they finish school.

Guild Cottage seeks to appoint an Administrative Assistant / Bookkeeper, to be based in Johannesburg.

Start date: As soon as possible

Report to: The Executive Director of Guild Cottage 

The purpose of this role is to perform administrative and bookkeeping functions to contribute to the operational excellence of Guild Cottage, including, but not limited to, daily and monthly accounting, reception and front office assistance, PA support to the Executive Director and general office administration.

Responsibilities:

  • Promote and protect the work and interest of Guild Cottage, its reputation and goodwill
  • Reception and front office
    • Answer the telephone, take messages, provide relevant information or transfer calls
    • Welcome and greet visitors, handle their inquiries, and direct them to appropriate persons
    • Monitor visitor access and staff movements in and out of the organisation, always maintaining a security awareness
    • Always keep reception area and office tidy and clean; reflecting the image of Guild Cottage
    • Keep and control inventory relevant to the reception area and front office
  • Bookkeeping and accounting
    • Make daily payments (manual and online) as and when required
    • Ensure all transaction are done in line with policies, procedures and corporate governance
    • Develop a system to account for financial transactions by establishing a chart of accounts
    • Maintain accounts by verifying, allocating, and posting transactions
    • Balance accounts by reconciling entries
    • Maintain general ledger by transferring account summaries.
    • Balance general ledger by preparing a trial balance; reconciling entries
    • Maintain historical records by filing documents
    • Prepare and supply weekly financial reports to management and the Board
    • Manage jumble sale funds appropriately and do banking thereof
    • Manage petty cash, ensuring enough funds with monthly reconciliations
    • Liaise with auditors, the bank and donors as and when required, always maintaining strong relations
  • PA support to Executive Director and Senior Social Worker
    • Manage and maintain diaries
    • Provide secretarial and administrative support as and when required
  • Secretarial and general office administration
    • Provide general administrative and clerical support
    • Arrange conferences, meetings and travel reservations for office personnel
    • Conduct searches to find needed information, using such sources as the internet
    • Organise and support office meetings (produce agenda and take minutes)
    • Type minutes and all other correspondence
    • Keep and maintain a filing system and ensure that all documents are filled timeously
    • Keep and maintain all archived information
    • Receive and sort mail and deliveries
    • Prepare and check e-mails
    • Order and dispense supplies
    • Learn to operate new office technologies as they are developed and implemented
    • Operate office equipment such as fax machines, copiers and fax system, and use computers for spreadsheet, word processing, database management and other applications
    • Monitor and maintain office equipment
    • Receive and manage “jumble” received from donors
    • Responsible for jumble sale
    • Responsible for the inspection of the vehicle
    • Organise and monitor maintenance and repairs

Requirements:

  • Matric or equivalent qualification e.g. NQF 4 coupled with preferably a tertiary qualification or extensive administrative/secretarial/accounting experience (Secretarial/Bookkeeping Diploma or equivalent)
  • Competency on an accounting package, i.e. Quickbooks
  • Analytical ability
  • Extensive office administration and bookkeeping/accounting experience
  • Computer literacy, Microsoft Office (Word, Excel, internet and email)
  • Fluency in English (working knowledge of an African language and Afrikaans will be an added advantage)
  • Ability to appreciate financial management controls and demonstrating an in-depth understanding of accounting principles and procedure within an NPO environment
  • Strong communication skills; verbal and written
  • Flexibility and ability to work under pressure
  • Strong interpersonal skills with proven ability to build and maintain positive working relationships
  • “Self-starter” with an appetite for work and learning
  • Absolute reliability, discretion and diplomacy
  • Cross-cultural sensibility and adaptability
  • Commitment to community transformation through young people

To apply, submit a detailed CV to guildcot2@mweb.co.za

Please quote the source of this advertisement in your application - NGO Pulse Portal

This is an employment equity position with specific reference to females. 
 
Guild cottage offers competitive remuneration, an opportunity for candidates to grow and develop, pension fund. Should you require any further information you can contact Celiwe Ngwenya on 011 726 2102

For more about Guild Cottage, refer to www.guildcottage.org

For other vacancies in the NGO sector, refer to www.ngopulse.org/vacancies

Location: 
Johannesburg

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