Procurement Officer / Senior Buyer

CHOC CHILDHOOD CANCER FOUNDATION SOUTH AFRICA

AREA : CHOC NORTHERN REGION (CENTURION)

POSITION : REGIONAL COORDINATOR

REPORT TO : REGIONAL MANAGER NR

START DATE : 01 January

MAIN PURPOSE : To coordinate and fulfil the necessary administrative, financial and database duties that also include support duties towards fundraising and other regional initiatives where needed.

Together with the members of the Northern Region team, to take CHOC's work forward by maintaining an effective and well-organised regional office.

THE RESPONSIBILITIES ARE :

1. Administrative Duties : Provide the necessary office administration.
2. Check all incoming e-mails daily, to distribute as necessary and timely act on those responsible for.
3. Take minutes of staff meetings and send draft for RM's approval and timely distribute to all relevant stakeholders once approved.
4. Deliver a well-functional office.
5. Maintain the database and keep documentation up to date.
6. Collate and timely update Salesforce data.
7. CRM data is captured accurately, constantly and consistently on Salesforce.
8. Maintain staff register and ensure staff related forms are correctly completed for RM approval.
9. Ensure that all papers are filed appropriately and to maintain staff files.
10. Carry out stock control once a month and inventory preparation for RM once a year.
11. Ensure electronic equipment are in working order.
12. Undertake the day-to-day financial work and loading on to Fraxion.
13. Calculate monthly savings of Gifts-In-Kind donations received and submit to Regional Development Coordinator.
14. Ensure that donations related policies and procedures are upheld.
15. Receive all cash donations, issue receipts, and coordinate with relevant staff regarding the thank you letters.
16. Manage the counting of donation monies as per financial policies.
17. Receive and record sales revenue, issue receipts and secure safety of revenue with timely banking.
18. Maintain the various regional petty cash books as per CHOC's Financial policies and procedures.
19. Prepare all payment requisitions and upload to Fraxion with the relevant supporting documents as per CHOC's financial procedures.
20. Submit timely financial requisitions with proofing documents for RM approval.
21. Daily filing of records.
22. Obtain the necessary quotes according to CHOC financial procedures, prepare suppliers price comparison and upload to Fraxion.
23. Seek the necessary documents for new supplier take on and upload to Fraxion as per CHOC's financial procedures.
24. Request invoices from CHOC finance department with relevant documents as per CHOC's financial procedures.
25. Distribute the Transport and Bereavement Funds as per CHOC financial procedure and ensure all related documents are accurately submitted for recordkeeping.
26. Prepare timely the bi-monthly cashbooks (hospitals and offices) for the RM to approve.
27. Submit finance books as per reporting deadlines to Head Office.
28. Keep the merchandise record up to date with the assistance of the Regional Development Coordinator.
29. Manage the jumble sale if necessary.
30. Manage asset register and undertake stock control and coordinate inventories.

Support Programs, Marketing and Awareness Events : Provide assistance with CHOC's support programs.

1. Assist with the participation of national or regional campaigns at regional level.
2. Assist with any enquiries surrounding the event / campaign.
3. Assist with fundraising and awareness events if needed.
4. Assist with volunteers' application, upload to Salesforce and volunteering.
5. Assist with maintenance and repair tasks performed by suppliers on site if needed.
6. Undertake upload of contact information and programme services on Salesforce.
7. Order and upkeep the regional branding and merchandise inventory with the input of the RM and Regional Development Coordinator.

THE REQUIREMENTS FOR THE POST

1. Qualification : Completed grade 12 with accounting as a subject as well as a qualification in bookkeeping, administration, and office management related qualification.
2. Experience and skills : At least 5 years working experience in general administration and bookkeeping preferably in the NGO sector.
3. Proficient in computer literacy, particularly in MS Office; and preferably in database systems (CRM).
4. Excellent verbal and written communication skills in English is essential, as well as fluency in English and Afrikaans.
5. Strong administration, organizational and coordination skills.
6. Good with figures and a basic understanding of accounting, financial management and reporting.
7. A valid unendorsed South African driver's license is essential.

Attributes : A team player who also works well independently. A strong work ethic; accuracy; accountability; honesty & integrity; a master at time management; good interpersonal skills; strong alignment with CHOC's mission and values; radiate professionalism; A highly motivated individual with a willingness to take initiative and responsibility.

Salary : in the range of R - R per annum, CHOC contributes towards a pension fund and medical aid after a successful probationary period.

To apply, submit your application together with supporting documents and the names and contact details of at least three recent referees to reach.

• Subject line state : NR REGIONAL COORDINATOR) no later than 10 December. If you have not received a response by close of business 15 December, consider your application unsuccessful.