Administration Lead

Remuneration:	R30000 - R40000 per month negotiable
Benefits:	22 days leave, R600 WiFi reimbursement, R900 therapy stipend, currently trialing a 4 day work week (Fridays off), 1 x menstrual leave day a month.
Location:	Remote
Education level:	Degree
Job level:	Mid
Type:	Permanent
Reference:	#OCLAdminLead
Company:	Open Cities Lab

Are you passionate about being part of a dynamic team dedicated to transforming urban environments through data and technology? Do you thrive in a collaborative setting where innovation and excellence drive impactful change in city living? If so, this is the opportunity you've been waiting for! Join us in our mission to enhance urban governance and create more resilient, inclusive, and vibrant cities.

OCL develops and implements digital and data products in multiple cities across international boundaries. As an NPO, our sustainability depends on rigorous accountability to key funding partners and we must manage the international transfer of funds, ensuring adherence to impeccable standards of governance.

We are looking for a financially savvy, experienced general administrator to effectively manage critical administrative functions across the organisation. As we scale, this person will continue to create and manage administrative systems, practices, tools and templates that reflect the highest levels of professionalism. The administration lead at OCL will work closely with the chief executive officer, initially taking primary responsibility for vital functions such as funder administration and financial control. As the organisation grows, the role will increasingly involve overseeing, evolving and improving all administrative functions.

This is a full-time, one-year contract with an option to renew based on performance and funding. The position is looking to be placed by 1 August 2024. The salary for this position will be determined based on the candidate's experience and qualifications, as well as our internal guidelines.

We reserve the right to redeploy the successful candidate into any other role, as required. 

Responsibilities:

• Providing administrative support to the chief executive officer and managing internal admin requests from the OCL team.
• Establishing and curating administrative strategies, systems and standards throughout the organiation.
• Work with leaders throughout the organisation to promote administrative standardisation, organisation and flow.
• Oversight of office management.
• Developing and strictly monitoring reporting plans and schedules.
• Internal and donor reporting.
• Board administration and reporting.
• Governance and compliance research.
• Maintaining statutory records and risk reporting.
• Building extremely high-trust relationships with key stakeholders and partners.
• Compiling and disseminating reports.
• Creating impactful slide presentations.
• Customising and fact-checking standard contracts.
• Continually improving and monitoring compliance to the highest administrative standards.
• International payments and exchange control.
• Supporting accurate and responsible financial management through establishing and overseeing financial administration systems.
• Ensuring a robust administrative interface between finance and the other domains in OCL.
• Developing, maintaining, and ensuring the consistent use of professional documentation templates and formats that align with the organisation’s brand.
• Leading the administrative team, fostering excellence and continuous improvement.
• Fulfilling this role according to OCL’s aspirational culture, leadership brand and work ethos.
• Growing professionally and developing personal competence to fulfil this role in a rapidly scaling and increasingly impactful organisation.

Qualifications:

• Bachelor’s degree in business administration, finance or related field or equivalent experience.
• Project administration certification an advantage.
• Desktop publishing or similar certification an advantage.

Skills and technical expertise:

• Knowledge of the NPO environment is highly advantageous.
• Knowledge of reporting methods and technologies, especially in an NPO environment.
• Outstanding organisational and time management skills and the ability to prioritise and manage multiple deliveries concurrently.
• In-depth insight into principles of good governance.
• In-depth knowledge of contractual compliance standards.
• Excellent administrative skills.
• Excellent ability to develop systems, processes and tools.
• Outstanding report-writing, layout and communication skills.
• Meticulous attention to detail, accuracy and aesthetics.
• Excellent relationship-building skills.
• The ability to deal calmly with emergencies, to develop plans to solve problems and to make good decisions under pressure.
• Ability to work remotely.
• Knowledge of and experience working with Notion, Slack, Microsoft, Google Suite, Toggl etc. would be an advantage.

Experience:

• Minimum of five years’ experience in a mid-senior level administrative role.
• Considerable experience developing high-level reports and impactful presentations.  
• Proven record of establishing and improving administrative systems.
• Demonstrated experience in financial or funder reporting.  
• Ideally, experience in dealing with financial exchange controls.
• Experience in an NPO environment is an advantage.

Culture and values:

• Personal values aligned with OCL's aspirational culture.
• High ethical standards, integrity, and a strong desire for continuous learning and growth.
• Commitment to ongoing performance improvement and coaching programmes.

Company Description

We believe that through empowering citizens, building trust and accountability in civic space, and building capacity with government, we will enable participation in decision-making, evidence-based urban intervention, and inclusive co-design that will improve the lives of residents in urban spaces.

Our organisation is made up of Researchers, Software Developers, Economists, Data Scientists, Designers and Product Owners who get to constantly expand their knowledge and learn peripheral skills as part of the job. We are all driven by a common purpose as a non-partisan community founded on the belief of equality and inclusion through openness across all aspects of society.

Join us at Open Cities Lab and be part of a dynamic team dedicated to shaping the future of urban living through technology and design. Apply now to contribute your expertise and creativity to our impactful projects.

All applicants who are drawn to serve the mission of Open Cities Lab will enjoy Equality of Opportunity and fair treatment without regard to:
- Race
- Colour
- Age
- Religion
- Pregnancy
- Sex
- Sexual orientation
- Disability
- Gender identity
- Gender expression
- National origin
- Genetic information
- Marital status
- Prior protected activity
- Women, Nonbinary, BIPOC, and people with disabilities are strongly encouraged to apply.

Posted on 03 Jul 14:51, Closing date 31 Jul