Assistant Manager, Administration

Job Description

Position Code: HRD-SA/09-011

Department:
Operations

Job Grade:
Assistant Manager (15)

Reporting To:
Head of Operational Services (Global)

Employment Type:

Full‑time Contractual (Closed‑ended)

Location:

Port Shepstone, South Africa

The incumbent will be responsible for managing and coordinating administrative services to ensure smooth day‑to‑day operations of IRD South Africa. Work closely with project teams to provide timely, efficient, and compliant administrative support in line with organizational policies, donor requirements, and South African regulations. This position may evolve to include supervisory and team management responsibilities, requiring adaptability, and contributing to the growth and development of the operations function.

• Oversee daily office operations, including facilities management, supplies, and equipment.
• Act as the central point for all administrative queries and ensure prompt and effective resolution.
• Maintain accurate and up‑to‑date administrative records, contracts, and service agreements.
• Provide seamless logistical and administrative support for institutional and project activities, workshops, training, and field visits.
• Coordinate travel, accommodation, and related documentation for staff, consultants, stakeholders and partners (if required).
• Ensure adherence to IRD policies, South African local laws, and donor requirements.
• Maintain accurate documentation for audits and donor reporting.
• Protect the confidentiality of project and organizational information.
• Liaise with suppliers and contractors to ensure high quality and timely service delivery.
• Monitor vendor performance against agreed terms.
• Maintain an up‑to‑date inventory of office assets and supplies including asset tagging, tracking, and disposal in accordance with policy.
• Lead and coordinate procurement activities for goods and services in line with IRD’s procurement policies, South African regulations, and donor requirements.
• Collaborate with project teams within South Africa to consolidate procurement needs, develop specifications, and plan purchases to achieve cost efficiencies.
• Work closely with IRD Global Procurement, the Head of Operational Services, and other affiliate offices to ensure alignment of sourcing strategies, vendor management practices, and compliance standards.
• Build and maintain a network of pre‑qualified vendors and service providers, ensuring transparent selection processes and value‑for‑money procurement.
• Facilitate cross‑country procurement knowledge sharing and contribute to global and affiliate procurement initiatives as required.
• Support procurement‑related reporting for both local and global requirements, including accurate data entry and tracking in approved procurement systems.

• Bachelor’s degree in business administration, management, or related field (or equivalent experience).

• Minimum 5 years’ progressive experience in office administration or operations, preferably in the NGO/non‑profit sector.
• Knowledge of South African labour, procurement, and compliance requirements.
• Experience providing administrative support to multi‑stakeholder projects.

• Strong organizational, time management, and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in MS Office Suite and administrative systems, Power Bi is a plus.
• Problem‑solving and service‑oriented mindset.
• Ability to work independently with minimal supervision while collaborating effectively with diverse teams.
• Strong understanding of procurement principles, tendering processes, and contract management in both local and international contexts.
• Ability to navigate multi‑stakeholder procurement coordination across different teams, countries, and donor environments.
• Experience with supplier relationship management, performance monitoring, and dispute resolution.

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