Assistant to the Regional Director / Administration Officer

The Goethe-Institut South Africa is looking to employ
 

AN ASSISTANT TO THE REGIONAL DIRECTOR / ADMINISTRATION OFFICER

 
as of 15.11.2019 (or later). This is a full-time position (100%) of 40 hours per week. Regular working hours are Monday to Thursday from 08:30–18:00 and Friday from 08:30–14:30. Please note that this position may be split into two due to operational necessities.
 
The remuneration is based on the remuneration scheme for local employees of the Goethe-Institut South Africa.
 

SCOPE OF WORK AS ASSITANT TO THE REGIONAL DIRECTOR / ADMINISTRATION OFFICER WILL INCLUDE, BUT IS NOT LIMITED TO
  • Management of the diary of the Regional Director
  • Preparation of business trips for the Regional Director and others: travel authorisation requests, hotel reservations, flight bookings, transfers, visa procurement
  • Creation of travel files with meeting documents, tickets and detailed travel schedule
  • Processing of travel expense reports for the Regional Director
  • Scheduling and monitoring regarding the use of the event hall for the Regional Director
  • File management, data and address capture as well as archive for the Regional Director‘s office
  • General administration and office work as directed by the Regional Director
  • Preparation and organisation of receptions and conferences as well as accounting of the Regional Director
  • Travel expense accounting for all business travellers and daily allowance accounting for conference participants at the Goethe-Institut
  • Preparation and booking of conference venues (closed conferences, workshops)
  • Taking minutes for the monthly employee meeting
  • Logistical organisation of meetings, like regional working meetings
  • Familiarising with the Institut’s automatic time recording system and ensuring that all procedures with regards to loading/removing staff members, holiday and sick leave records for staff members etc. are strictly adhered to. Pulling records when requested.
  • Proactively organising shopping for events according to checklists provided and verifying correct items were purchased
  • Keeping track of office supplies and ensuring that new stationery is ordered on time
  • Carrying out pre-accounting duties reliably and following prescribed procedures
  • Coordinating transport requests for the driver
  • Liasing with logistics companies in Germany regarding the transport of goods to South Africa and organising the collection from the airport and other locations to the Goethe-Institut
  • Compilation of orientation folders for new staff members
  • Occasionally covering the reception
  • Conducting other duties as directed by the Head of Administration


REQUIREMENTS
  • Completed studies (e.g. administration) or equivalent knowledge and skills
  • Several years of professional administration experience
  • Good knowledge of German, very good knowledge of spoken and written English
  • Proactive personality
  • Very good organisation and time management skills, highly self-motivated personality
  • Punctuality, friendly and professional appearance
  • High resilience, reliability and loyalty, thoroughness and attention to detail
  • Willingness to familiarise oneself with the structures of the Goethe-Institut
  • Team and communication skills
  • IT knowledge of Word, Excel, Powerpoint and Outlook necessary
  • Confident and able to deal with colleagues, guests and others
  • Strong ability to work unsupervised, promptly and always professionally
  • Ability, willingness and understanding to follow prescribed procedures
  • Taking initiative within the framework of responsibilities and skills
  • Occasionally working after hours and on weekends
  • Contactable references
  • South African work permit compulsory


APPLICATION PROCEDURE
To apply, please email your CV, a short letter of motivation and references by e-mail with the subject "Assitant to Regional Director / Administration Officer“ to Arnd Saretzki, Administration Manager (arnd.saretzki@goethe.de). Application deadline is 13.11.2019. Please consider your application unsuccessful if you did not hear back from us by 15.11.2019.

Johannesburg, 16.10.2019

Goethe-Institut Südafrika
119 Jan Smuts Avenue
Parkwood, 2193
Johannesburg
Tel.: (011) 442 3232