Practice Administrator - Evaluation for Development [E4D] at Genesis Analytics

THE E4D PRACTICE

• The E4D practice is headed by Mishkah Jakoet. Our team currently consists of 20 team members, located in South Africa, Botswana, Kenya and the UK. We work across Sub-Saharan Africa and other emerging economies. We break down the allure of one-size-fits-all strategies by demonstrating the value that context-appropriate African-led solutions can unlock. We apply this approach across everything we do - from strategy development, to programme design and implementation, to research and evaluation.
• In our practice, we believe that our team culture enables a unique, individualised professional experience for each of our team members. Our collective culture also enables us to better serve our clients and to be more effective in working towards development objectives.

ROLE DESCRIPTION:

• The practice administrator is primarily responsible for performing key aspects of the office support and administration to the E4D practice within Genesis Analytics. Reporting to the E4D partner, the Practice Administrator must be prepared to work independently and as part of a team within the greater E4D Practice, as well as the firm as a whole. We are looking for someone based in one of our hubs (Johannesburg or Nairobi). Genesis works on a hybrid model such that team members based in hub cities will be able to work from home and in the office, with a minimum number of two days per week expected in the office.

Requirements
KEY RESPONSIBILITIES:

Finance Administration

• Coordination of updates to practice pipeline, order book and forecasts
• Working with practice project managers to prepare and manage monthly invoices and expenses including subcontractors
• Assist with month end processes e.g. reconciliation of time, time sheeting as needed and expenses on Intacct and invoicing
• Ensure accurate provision of supplier documentation, countersignature of contracts and forms
• Corporate credit card reconciliation, allocation and processing
• Maintain relationships with the central finance team
• Follow up on outstanding invoices
• Provide support to team members for timesheet management, staff claims and payments processing

Practice Administration and Support:

• Assist partners in the management of the practice area
• Development and maintenance of Google Drive Folders for practice portfolios, proposal development and project documentation
• Photocopying, scanning and faxing as needed
• Courier and postage of documents
• Management of client and other contact details
• Order stationery for the office
• Support IT function in each hub location and for team members situated outside of hubs
• Assist and support office managers in Genesis hubs with maintaining the office environment

Meeting Support

• Schedule team and management meetings
• Send out invitations and/ or meeting requests and reminders, follow up meeting requests that are not responded to
• Collate team and management meeting agendas
• Assist with note-taking during senior management team meeting, as needed
• Follow up on actions agreed in team and management meetings
• Assist with booking meeting rooms prior to a meeting
• Manage video conference to ensure seamless operation and scheduling of video conferences

Human resources and people management support

• Assist in the administration of the recruitment process
• Assist with the induction of new joiners, including practice-specific induction and administrative requirements for new staff
• Assist with leave requests and administration
• Manage practice leave and fieldwork calendar
• Assist with the management of the team’s development plan tracker
• Assist with the management of practice training/professional development calendar

Relationship Management:

• Develop and maintain professional and sound working relationships with all internal levels of the organisation, particularly with Group Services and practice administrators and coordinators in other practices
• Develop and maintain professional relationships with all external stakeholders of the practice
• Management of subcontractor database
• Management of client information sheets and client feedback process

The E4D practice administrator should have:

• Minimum of 4 years of relevant experience is required
• Relevant qualification with a Diploma as minimum (Office Support, Administration, Secretarial or related)
• Own reliable transport and valid driver’s licence
• Skilled in using financial management tools and related software
• IT literate and proficient in the use of Microsoft Office and Google Suite
• Confident communicator with people at all levels
• A creative approach to solving problems
• High level of discretion and confidentiality
• Client centric and dedicated to providing the best possible support and service to the practice area
• Self-motivated and driven to succeed with a proactive work approach
• Able to work independently using initiative
• Solution focused attitude
• Ability to prioritise, organise and coordinate and multitask
• Comfortable working with teams that are across time zones and culturally diverse
• Comfortable working with team members that are part of a hybrid and remote team environment based in different countries