Project Administrator

My client, a non-profit animal rescue organization committed to providing care and rehabilitation for animals, focusing on equine and canine welfare within a safe, structured environment, is looking for a Project Administrator. The ideal candidate will manage and coordinate operational and office administration activities to ensure the effectiveness, efficiency, and safety of an equine and canine sanctuary. This role requires proactive, organized support across administrative, financial, and compliance areas. With a focus on establishing streamlined policies and procedures, the Project Administrator will play a crucial role in maintaining facility standards and supporting sanctuary managers and staff in a farm-based office environment.

Requirements:

1. Matric (proof to be provided).
2. Minimum of 5 years working experience in an administrative role, ideally with financial administration and budget management exposure.
3. Ability to manage financial records, budgets, and risk mitigation processes and the administration of it.
4. Farm-based office setting, comfortable with a flexible and informal work environment.
5. Familiarity with NGO-related compliance and animal sanctuary regulations is a plus.
6. Must be an animal lover.

Key Responsibilities and Areas of Accountability:

1. Operations Administration and Compliance – 60%
   1. Conduct ongoing risk assessments, with an emphasis on health, safety, and environmental risks.
   2. Develop, update, and enforce policies, procedures, and compliance programs.
   3. Ensure adherence to relevant regulatory requirements and assist with compliance audits.
   4. Support Sanctuary Managers with HR, finance, and operational processes.
   5. Conduct regular meetings with Sanctuary Managers to manage workloads and uphold quality standards.
2. Financial Administration – 15%
   1. Maintain financial records, prepare and submit financial reports, and manage petty cash.
   2. Assist in budgeting and audit preparation.
   3. Oversee procurement, stock management, and asset verification in line with organizational policies.
   4. Develop and maintain early warning systems to manage financial risk effectively.
3. Human Resources Administration – 10%
   1. Maintain and update HR records, manage staff leave, and support recruitment processes.
   2. Manage payroll submission and contract renewals.
   3. Facilitate onboarding, discipline procedures, and HR reporting.
4. General Administration – 15%
   1. Support project and sanctuary management with day-to-day administrative tasks.
   2. Prepare and submit weekly, monthly, and quarterly reports.
   3. Maintain digital records for all organizational policies, procedures, and databases.
   4. Oversee communication and coordination with essential vendors and service providers.

Required Skills and Competencies:

1. Strong multitasking ability, with the capacity to work independently and make priority-based decisions.
2. Excellent planning, organizational, and analytical skills.
3. Effective communication and stakeholder management skills.
4. Problem-solving mindset with meticulous attention to detail.
5. Knowledge of Microsoft Office (Excel, Word, PowerPoint, Outlook).
6. Basic understanding of compliance related to NGOs/PBOs (preferable but not essential).
7. Proficiency with Sage Accounting.
8. Ability to work with limited on-site management support, requiring a high degree of self-management.

Application Process:
Interested candidates should submit their detailed CV, cover letter, and a professional head and shoulder photo proof of qualifications to samanthajobs@wcp.co.za.