Job description 

Position: Office assistant (part time)

Business function:  Operational support (non-firefighting)  

Term: 2-year contract position, 3.5 days per week 

Can include working remotely 

Application closing date: 12h00; 10 September 2024  

Preferred start date: As soon as possible

Application process

  • Send shortened CV (Max 3 pages)   
  • Email: manager@overbergfpa.co.za
  • For more information contact the goFPA manager, Louise Wessels on: 0833270477

Remuneration: To be determined based on experience   

Please note: 

  • If you did not receive any response from the goFPA within 5 days of the closing date, please consider your application as unsuccessful. 
  • The goFPA management reserves the right to change the scope of work as required. 

CENTRE: Greater Overberg Fire Protection Association (goFPA) – Bredasdorp Office/Overberg District 

Job summary

The goFPA is in search of a part-time Office Assistant. As an ideal candidate, you will be responsible for administrative support. You will further provide support to the goFPA manager and project coordinator and be responsible for maintaining financial records. 

Qualifications and experience:

Minimum qualifications and training:

Gr 12 combined with any of the recommended qualifications and/or proven experiential learning in the recommended specialities. 

Recommended qualifications and training: 

Gr 12 with accounting as subject 

Diploma in Office Management  

Minimum work experience: 

  • 3 years administrative experience including the following: 
  • Office administration 
  • Assist with operational arrangements and contact with our stakeholders 
  • Secretarial experience 

Recommended work experience: 

  • Basic bookkeeping administration 
  • Database maintenance 
  • Client service skills 

Knowledge 

  • MS Office Suite 
  • Xero 

Skills and abilities

  • Technical skills 
  • Strong organising skills 
  • Strong interpersonal and client service orientation 
  • Excellent computer, internet and systems skills and understanding 
  • Ability to deal with multiple tasks simultaneously 
  • Ability to work independently and under pressure 
  • Attention to detail, accuracy and efficiency 
  • Proactive nature and the ability to take initiative 
  • Team player and reliability 
  • Strong work ethic 
  • Positive attitude and self-motivated 

Essential competencies

  • Ability to plan and organise – Able to prioritise and plan multiple tasks and yet be flexible and adaptable in revising plans and priorities on short notice in order to achieve the objectives. 
  • Sense of urgency – Able to cope with pressure and show ability to deal with urgent matters. 
  • Action orientation – Initiate action to achieve objectives within set deadlines and pro-actively take responsibility for achieving work objectives, as well as shows willingness to go the extra mile. 
  • Decision-making – Must be able to come to a conclusion or decision, whether it be to further an investigation or for purposes of recommendation/escalation to management. 
  • Resilience – Able to tolerate and persevere in a re-active environment.    Display the perseverance, energy and drive to persist, despite interruptions and unforeseen/unexpected changes until tasks have been successfully completed. 
  • Systems knowledge – Be familiar with working on computer applications (MS Office, Word, Excel, email, and our financial administration application, Xero). 
  • Adaptability – Willingness to learn and adjust to a changing work environment.  
  • Co-operation and teamwork – Co-operative in planning and striving to see that the goals and objectives of the goFPA are being realised. 
  • Managing relationships – Work to build and maintain warm, friendly and constructive relationships with colleagues, partners and clients/members and is responsive to the needs, feelings and opinions of others. 

Liaison

Internal: 

  • goFPA Manager 
  • Fire Protection Officer 
  • Project Coordinator 
  • Other staff of goFPA 

External: 

  • goFPA members and their representatives 
  • Fire departments 
  • Partner organisations 
  • Working on Fire 
  • Service providers and contractors 
  • Other FPAs 

Key functions/ CPA’s and Tasks

  1. Office administration and Secretarial service 
  • Assist to organise and co-ordinate meetings, workshops and events. 
  • Maintain a complete and user-friendly document management system. 
  • Make requested phone calls. 
  • Maintain a functional asset management system 
  • Obtain quotes, and order/buy authorised office supplies, equipment and services. 

 Other 

  • Assist with the management/administration of projects. 
  • Organisation and administration of Fire Prevention Training. 

2. Financial Administration 

  • Annually invoice members and furnish receipts for payments. 
  • Follow up on unpaid invoices and take the necessary action in case of non-payment. 
  • Assist to identify and resolve invoicing issues, accounting discrepancies and other finance-related issues. 
  • Assist to reconcile monthly general ledger balances, invoices and bank statements. 
  • Assist to prepare financial reports. 
  • Assist to maintain financial records and files. 
  • Assist with the preparation of standard reports as well as other custom reports as required.