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
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