Office Manager (part time)

About Raise the Children International

Raise the Children International (RTC) is a South African nonprofit organisation guided by the Ubuntu principle Umuntu ngumuntu ngabantu—I am because we are. Since 2012, RTC has supported rural orphans through their educational journey, providing comprehensive academic, psychosocial, and developmental support. We believe that every child holds extraordinary potential waiting to be unlocked, and that investing in children is investing in the future of entire communities.

About the Role

The Office Manager ensures the smooth operation of RTC's administrative functions. This part-time role is essential to maintaining organisational compliance, protecting confidential records, and enabling the team to focus on mission-critical work. The successful candidate will be a highly organised, digitally proficient professional who exercises discretion and maintains the highest standards of integrity in handling sensitive information.

Key Responsibilities

Statutory Records Management

• Maintain all statutory records in compliance with South African nonprofit legislation, including NPO registration, tax exemption certificates, and B-BBEE documentation
• Ensure timely filing of annual returns and regulatory submissions
• Organise and maintain both digital and physical filing systems with consistent naming conventions and accessibility standards
• Monitor compliance deadlines and alert leadership to upcoming requirements

Employee Records Administration

• Establish and maintain confidential employee files including contracts, personal information, performance documentation, and leave records
• Process and track employee leave requests and maintain accurate leave balances
• Coordinate onboarding documentation for new staff members
• Ensure compliance with employment legislation and organisational policies regarding record retention

Scholar and Alumni Records Management

• Maintain comprehensive, secure files for all current Scholars and Alumni
• Ensure Protection of Personal Information Act (POPIA) compliance in handling Scholar data
• Support programme staff with document retrieval and file organisation
• Archive records according to established retention schedules

1. Procurement

• Source and procure office supplies, programme materials, and equipment as required
• Process online orders and manage vendor relationships
• Maintain inventory of supplies and anticipate replenishment needs
• Ensure cost-effective purchasing while maintaining quality standards

Travel and Logistics Coordination

• Arrange travel for staff, Scholars and Alumni using Uber, and travel agents as appropriate
• Develop comprehensive travel itineraries including accommodation, transport, and meeting schedules
• Coordinate logistics for Scholar travel and programme events
• Manage travel expense documentation and reconciliation

Executive and Meeting Support

• Assist in scheduling and coordinating high-level meetings with donors, partners, and stakeholders
• Prepare meeting materials, agendas, and venue arrangements
• Manage calendar coordination across multiple stakeholders
• Provide professional communication with external parties on behalf of the organisation

Financial Administration Support

• Prepare monthly requisitions for review and payment authorisation
• Compile supporting documentation for expenditure requests
• Track and reconcile petty cash and expense claims

Essential Qualifications and Experience

• National Diploma or Bachelor's Degree in Office Administration, Business Administration, or related field
• Minimum three years' experience in office administration, executive assistance, or similar role
• Demonstrated track record of maintaining confidentiality and handling sensitive information with integrity
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace
• Strong digital skills including proficiency with cloud-based file management, online ordering platforms, and rideshare applications (Uber, Bolt)
• Excellent written and verbal communication skills in English, and African languages (an advantage)
• Exceptional organisational skills with strong attention to detail

Desirable

• Experience in the nonprofit sector
• Familiarity with South African NPO compliance requirements
• Knowledge of POPIA and data protection principles
• Proficiency in an additional South African language
• Experience with financial administration and procurement processes

Personal Attributes

• Unquestionable integrity and discretion
• Self-motivated with ability to work independently and manage competing priorities
• Proactive problem-solver who anticipates needs
• Calm under pressure with ability to meet deadlines
• Alignment with RTC's mission and values

What We Offer

• The opportunity to contribute to meaningful work that transforms young lives
• Flexible, part-time working arrangement with hybrid options
• A collaborative, mission-driven team environment
• Competitive hourly rate commensurate with experience

To Apply

Please submit your CV and a brief cover letter explaining your interest in this role and your relevant experience to admin@raisethechildren.org

Closing Date: 2 February 2025

Raise the Children International is committed to safeguarding children and young people. The successful candidate will be required to undergo background checks.

None

English

Other African vernacular languages an advantage