Nicole Randall

1. MEETINGS

Board Meetings (quarterly, AGM, adhoc):

Ÿ Receive instructions and information from relevant personnel (Governance lead) regarding the scheduling of meetings Meeting dates will be agreed in advance by the Governance lead with the board

Online / Electronic meetings:

Ÿ Schedule and coordinate monthly Steering Committee meeting via Zoom/in person

Minutes and Action List

Steering Committee Meetings:

Ÿ The Steering Committee meet at least 10 times a year – 6 on-line meetings and 4 face-to-face workshops

Working Groups – Resource Mobilisation and Prayer Mobilisation

2. EVENT CO-ORDINATION

Provide administrative support, coordination and planning assistance to the Resource Mobilisation Officer for events

3. GENERAL ADMINISTRATIVE ASSISTANCE

Procurement:

Ÿ Receive instructions from Resource Mobilisation Officer or event organiser regarding items required for events

Travel:

Ÿ Liaise with individual travelling regarding destination, period of travel etc.

Ÿ Browse airline websites to obtain the most affordable prices for tickets as per travel time required

Ÿ Check with individuals travelling if tickets are suitable

Ÿ Book flight tickets

Resource Partner Communications:

Ÿ Maintain a mailing list

Ÿ Send out newsletters and invitations using ‘info’ email address

4. RECORDS MANAGEMENT

Client Relationship Management System:

Ÿ Maintain Client Relationship Management System

Document management:

Ÿ Assist LuminAfrica operational team with document management on the share drives. Manage user rights to various share drives; assist with uploading, updating with latest document versions – do not delete documents on own accord.

5. FINANCIAL ASSISTANCE

Ÿ Provide administrative support to the Financial Manager

Ÿ Engage in general bookkeeping duties

Ÿ When required, conduct a monthly bank reconciliation

Ÿ Liaise with Financial Manager regarding bank reconciliation requirements and assistance/guidance needed

Ÿ Transaction recording:

o Capture General Ledger transactions using accounting software

Ÿ Payments:

Prepare payment schedules with supporting documentation

• Stay abreast of dynamic marketing and sales trends through diligent research to ensure
continued relevance in the industry.
• Craft SEO articles utilising strategic keywords and employing effective SEO content creation
strategies to enhance online visibility and reach.
• Develop comprehensive and informative ebooks that delve into industry news, providing
valuable insights to your target audience.
• Collaborate in planning and strategising all aspects of marketing content, including articles,
newsletters, ebooks, social media content, brochures, and flyers.
• Collaborate with the marketing coordinator to support ad hoc activities, ensuring seamless
execution and delivery of marketing initiatives.
• Contribute to the planning and execution of conferences, ensuring a well-organised and
impactful presence at these events.
• Actively engage with various companies to promote our marketing campaigns and offer free
promotions, expanding the reach of our initiatives.
• Ensure business proposals are set up correctly and sent out within 24 hours of receiving the
request, and draft and issue approved license agreements and contracts for new clients
• Ensure that all content is accurately loaded and relevant classes are scheduled on Lesson Desk
HO for all client demos and that the Lesson Desk Demo Host is kept up to date with relevant
generic content at all times
• Assist the Learning and Development Specialist with drafting of all POC documentation and
proposals and Ensure that all client content is loaded on Lesson Desk HO in accordance with the
POC agreement and start date
• Ensure all client issues are resolved within the agreed SLA timeframes and escalate client issues
to the Key Account Manager as and when required
• Update the CRM daily with all client correspondence
• Load all leads and prospective clients onto the CRM
• Minute internal and external meetings as and when required
• Ensure that all clients are quoted and invoiced suitably
• Communicate with the projects team with regards to logged incidents from clients, including
logging tickets for system related bugs on JIRA and Znuny
• Assist with compiling monthly reporting
Links to a few of the latest written SEO articles and eBooks
https://www.lessondesk.com/news/article/651fe7386ed9db001ac18041/the-strategicmanagement-
process-in-training-and-development
https://www.lessondesk.com/news/eBook/6577505fbe0432001aa3b246/the-trainingevaluation-
handbook-strategies-for-measuring-training-effectiveness
https://www.lessondesk.com/news/eBook/65155b516ed9db001ac18009/blended-learninghow-
to-design-an-effective-training-programme

• Assisting with the administrative tasks related to projects that the operations team is leading
• Assist and facilitate where necessary with the BBBEE Codes and certification and merSETA and CIDB processes
• Working closely with the relevant operations teams in relation to the requirements of each team
• Collating all information and documents required by internal and external clients to ensure a streamlined and efficient process
• Assist with the tracking and review of each operations team to ensure that deadlines are met and information and tasks are timeously attended to
• Assist with both company and project statutory and regulatory administrative and process requirements
• Manage and co-ordinate the administrative requirements of each ops team to ensure that deadlines are met and information and tasks are attended to timeously
• Assist in the completion of projects within the required timelines and budget
• Perform ad-hoc tasks requested by management.

• Receive all invoices and credit notes from both trade and sundry creditors
• Process pastel invoices and send to donors, client and subsidiary organisations
• Capturing of the sundry tax invoices and credit notes using the correct general ledger allocation codes
• Reconciliation and payment of the trade and sundry creditors
• Following up on all queries and keeping the accounts up to date
• Prepare monthly account recons for donor funds
• Administer and prepare payments for supplier invoices, grant disbursements, staff and volunteer expense claims
• Ensure financial controls are adhered to
• Preparing and updating of client financial expenditure for committee meetings
• Distribution of grants and food vouchers to clients
• Record keeping of petty cash, staff leave forms and petrol claims
• Preparing Executive committee meeting agenda packs and distribution thereof
• Minute taking of Executive committee meetings and actionable items for follow-up
• Provide administrative support to social workers.

• Scheduling and coordinating of new installations and maintenance repairs to technical staff
• Managing support functions covering planning, tracking, reporting, quality management, and internal and external communication
• Support function to Project managers and technical staff
• Coordinate and prioritising work activities to technical staff and making sure it’s compliant with project scope, objectives and SLA’s
• Create and maintain comprehensive project documentation, plans and reports
• Assisting with testing and functionality of tracking devices via software programs
• Facilitating project logistics for projects
• Meeting minute taking of staff and client meetings and distribution of actionable items
• Assisting with development of presentations
• Liaising with client to identify and define project requirements, scope, objectives and client satisfaction is met as project evolved
• Monitor and track project progress and report back to project managers
• Issue all appropriate paperwork to client departmental heads
• Monitor and submit technical contract staff timesheet as per project scope.

• Operate switchboard, route calls and take comprehensive messages
• Managing of front desk and assisting customers with general and technical enquiries and sales
• Scheduling of bookings for new installations and maintenance/repairs
• Updating of daily progress worksheet
• Capturing and processing of job cards for vehicle installations
• Typing reports for quality assessors
• Sending and receiving courier parcels
• Assisting stock manager with monthly stock take
• Record keeping of staff leave forms and issuing of monthly pay slips
• Control and purchase of office stationery
• General ad-hoc duties which include filing, correspondence emails, letters.

• Operate the switchboard, route calls and take comprehensive messages
• Manage front desk and reception area and purchase of office stationery
• Assist dealers/customers with general enquiries
• Keep records of daily attendance registers and leave forms
• Issue and record receipt of staff pay slips
• Keep itineraries for Field Staff and ensure that they are updated on a weekly basis
• Maintain schedule for conference and boardroom bookings and follow up with dealers/invitees on RSVP for meeting etc
• Download monthly reports.