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Associate, Administration

ROOM TO READ UK LIMITED
Pretoria
Full-time
Listed today

Associate, Administration

locations
South Africa - Main - Pretoria
time type
Full time
posted on
Posted Today
job requisition id
R-03224

World Change Starts with Educated Children® 

World Change Starts with Educated Children®

IMPORTANT: All applicants must be legally eligible to work in the country where the position is located. Room to Read is not able to provide sponsorship.

Position Overview

The Admin Associate: Procurement and Travel is a fixed term (approximately 30 months) role that will be responsible for procurement, travel and asset-management related activities for a 3-year project. The position reports to the Administration Manager and work closely with Project Manager to provide admin support to Gauteng projects. The position is full-time and will be based in Pretoria.

Roles and Responsibilities

Procurement Function (50%)

  • Assist Admin Officer in carrying out all types of procurement in Country Office (CO) and Field Offices (FOs0 in coordination with Admin team in line with procurement policy.
  • Prepare requests for quotation (RFQ) and documents while purchasing goods and services as per global procurement policy.
  • Carry out all the preliminary procurement process work, including soliciting quotes/proposals, data tabulation, and preparing comparisons related to all types of procurement for both CO and Field Offices as per the policy as well as Government regulations.
  • Assist in updating vendor roster for those goods/materials and services that RTR requires often as per Vendor Registration Guideline and in line with Procurement Policy and maintain the roster up to date.
  • Prepare Purchase Order and Purchase Agreement as per procurement decision for approval and signature.
  • Verify, count and confirm the goods/materials that vendors deliver to the office as per the order and raise Good Receipt Note (GRN) accordingly.
  • Prepare payment authorization and submit it to Admin Officer on time with proper supporting documents.
  • Assist Admin Officer in ensuring the procurement plan is on track, vendors/suppliers are followed up regularly.
  • Prepare, maintain procurement tracking and update procurement progress to Admin Officer
  • Support Admin Officer during Procurement Committee Meeting for selecting vendors.
  • Carry out any other related duties as required by immediate supervisor.

Travel Management (30%)

  • Bookings: Upon receipt of an approved Purchase Requisition/Travel request, source flights, hotels, car hire and other travel-related services. Consult with the traveler to ensure that booking details are correct.
  • Client support:Serve as the first point of contact for travel-related questions and assist with online applications and required documentation
  • Issue resolution:Handle changes, cancellations, and other travel-related problems that arise, often at the last minute

Fleet Management (10%)

  • Usage Management:Collate, monitor and submit monthly usage reports to Admin Officer and service provider
  • Maintenance:Ensure that motor vehicles are maintained in-line with the manufacture’s specifications and vehicle lease agreement

Asset Management (10%)

  • Safeguarding and tracking assets
  • Keep records of asset issued and received and maintain asset register

Qualifications:

Required:

  • Diploma (NQF 6) in Supply Chain Management, Logistics, Administration or related field
  • Procurement/Logistics experience or similar (3 years)
  • Knowledge of purchasing procedures
  • Microsoft Office Suite experience
  • Attention to detail
  • Interpersonal skills
  • Ability to organize workload, adapt to change, and deliver on deadlines

Preferred:

  • NGO experience
  • Travel management experience
  • Intermediate Microsoft Excel skills

Compensation:
Room to Read offers a competitive salary with excellent benefits. The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, fun, and rapidly growing organization that is changing transforming the lives of millions of children in developing countries by focusing on literacy and gender equality in education.
Room to Read is a child-safe organization; all personnel are expected to adhere to Room to Read’s Child Protection Policy and Child Protection Code of Conduct. Due to high applicant volume, we regret that we are not able to send personalized responses to all applicants. Applications are accepted until the position is filled. Room to Read reserves the right at any time to withdraw or alter this advertised position.

Child Protection Principles

  • Room to Read is committed to the education and welfare of children and protecting them from abuse and exploitation

  • Room to Read has zero tolerance for child abuse and exploitation.

  • All children have the right to be free from abuse and exploitation, including neglect, maltreatment, and physical, mental or sexual violence, injury or abuse.

  • All children should be treated with respect and dignity.

  • The well-being of the child is Room to Read’s first priority when dealing with all identified or suspected cases of child abuse.

  • Room to Read shall integrate child protection into all its organizational strategies, structures and work practices.

Protection from Sexual Exploitation and Abuse (PSEA) Principles

  • Room to Read Representatives must create and maintain an environment that prevents sexual exploitation and sexual abuse.

  • Room to Read has zero tolerance for adult sexual exploitation and abuse.

  • Sexual exploitation and abuse are serious violations of fundamental human rights and will not be accepted or tolerated.

  • All adults should be treated with respect and dignity.

  • Room to Read implements a survivor-centered approach, putting the survivor’s rights and dignity at the forefront.

  • Survivors referred to available professional assistance (e.g. mental health counselling), upon consent.

Room to Read is an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds.

Read is a child-safe organization; all personnel must adhere to Room to Read’s Child Protection Policy, Child Protection Code of Conduct and Prevention of Sexual Exploitation and Abuse (PSEA) Policy.

About Room to Read:   

Founded in 2000 on the belief that World Change Starts with Educated Children®, Room to Read envisions a world free from illiteracy and gender inequality, where all children have room to read, learn and grow – creating lasting change. Through our Literacy Portfolio, we train and coach teachers of the early grades in literacy instruction; create and publish quality books and curricular materials in local languages; and establish children’s libraries filled with diverse children’s books that can be enjoyed at school and home. Our Gender Equality Portfolio supports adolescents, particularly girls, in developing life skills that promote gender equality, helping them to pursue lifelong learning and make informed decisions.

We support young people of all genders to overcome gender biases and build the knowledge and skills to create a gender-equal world. Room to Read collaborates with local communities, partner organizations, publishers, and governments to test and implement innovative models that can be integrated into the education system to deliver positive outcomes for children at scale. To date, Room to Read has benefited more than 50 million children in 28 countries.

Learn more at www.roomtoread.org.