Affirmative Portfolios Vacancy Application Details.
The Affirmative Portfolios Jobs Vacancy application form, requirements, eligibility, available positions, qualifications needed, application guidelines, how to apply, closing date, and other important vacancies link are published here on Myapplications.co.za as obtained from the official Jobs Carriers website/portal.
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Affirmative Portfolios Jobs Vacancy
Foundational Biodiversity Sciences Data Capturer – Pretoria –
5 months fixed term contact –
R17 642.75pm
Purpose of the Post:
To provide administrative support to the Biodiversity Assessment and Knowledge Generation Division, which will include financial processes, travel arrangements, meeting logistics, and more; ensuring that this support is professional, effective and smooth.
Key Performance Areas:
Provide procurement and administration support for Medium Term Expenditure Framework (MTEF) and project funding.
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- Arrange couriers or postage as needed
- Call for quotations from suppliers
- Submit procurement requests to Supply Chain Management for approval
- Load necessary documents onto procurement system (if required) or submit approved purchase order to supplier to process order
- Follow-up with Supply Chain Management and Finance to ensure purchase order is generated and supplier is paid (setup a system where proof of payment can be obtained and filed)
Ensure financial support for Medium Term Expenditure Framework (MTEF) and project funding.
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- Keep record of expenditure and travel commitments
- Process and file all the necessary documents for subsistence and travel claims, advance reconciliations, or reimbursement claims, Interdepartmental transfers
- Ensure submission of reimbursement requests to finance division
- Follow up with finance to ensure that staff are paid
- Ensure that proof of payment/remittance advices are obtained from Finance and circulated to suppliers accordingly
- Monitor financial reports to make sure that the information reflected in the report is correct for each cost centre
- Assist Senior Administration officer to maintain a petty cash box
- Assist with petty cash claim requests when required or needed
Make travel arrangements for team members
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- Arrange flights, car hire, shuttles, accommodation (locally and internationally) for the staff/students/interns of the team
- Book travel within 7 days to comply with travel policy
- Ensure effective prices and cheapest quote options are obtained to comply with cost-containment measures and travel policy
- Keep records of expected costs to ensure accurate billing to correct cost centres
- Book The company’s fleet vehicles where possible to transport staff to and from airport to meeting venues to comply with cost containment and avoid unnecessary car hire options
- Arrange meeting/ workshop logistical support including travel for delegates
- Arrange flights, car hire, shuttles, accommodation (locally and internationally) for delegates attending meetings
- Secure dates for meetings, consulting convener and all participants
- Send out notices and/or request for agenda items or presentations as needed
- Book venues, equipment and arrange for catering well in advance
- Organise travel arrangements and accommodation for participants of meetings and workshops
- Book travel within 7 days to comply with travel policy
- Ensure effective prices and cheapest quote options are obtained to comply with cost-containment measures and travel policy
- Keep records of expected costs to ensure accurate billing to correct cost centres
- Book The company’s fleet vehicles to transport delegates to and from airport to meeting venues to comply with cost containment and avoid unnecessary car hire options.
- Secure The company’s accommodation to ensure cheapest options are used where possible
Support with documentation and resource management
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- Prepare or collate, photocopy and/or circulate documents for meetings in consultation with meeting conveners
- Take minutes of meetings or draft short meeting reports, depending on what is required
- Draft simple supply chain management or human resources Motivations, as required
- Track documents / memos as required (i.e. follow up with assistants of next signatory and make sure memo reaches its destination within the timeframes)
- Ensure safekeeping of all documentation in units (electronic and hardcopy files)
- Manage any equipment as needed, including stocking printers with paper
- Provide backup fleet management support to the Biodiversity Assessment and Knowledge Generation Division
- Assist with asset register of stock in each team and of any new purchases
- Order stationeries for staff within division
- Prepare leave registers
Record Keeping
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- Maintains accurate records for all programmes
- Identifies information that requires capturing
- Identifies, classifies and stores records
- Implements policies and practices regarding records, ranging from their introduction to disposal
- Coordinates access to records internally and outside of the Institute, balancing the requirements of business confidentiality, data privacy and public access
- Designs, sources, implements and administers specialised systems to manage records
Competency Requirements:
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- Acceptance of Responsibility
- Excellent Quality of work
- Reliability
- Initiative
- Communication
- Interpersonal relations
- Flexibility
- Teamwork
- Planning and Execution
Minimum Requirements:
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- Grade 12 OR equivalent qualification with NQF 4
- Higher Education, or equivalent to NQF 5 will be advantage
- 2 years in an administrative support
- Knowledge of financial procedures and processes, computers, Budget & coding system, Health & Safety, company policies, Office systems & processes, File management, First Aid
Please note that should we not contact you within two weeks please consider your application unsuccessful.
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