Landscape Administrator Assistant (Level 5), Kogelberg Nature Reserve

This post will provide support to the Conservation Manager by providing administrative services, including office management, coordination of supply chain processes, income and expenditure planning, tracking and reporting, asset management and stock control, and implements human resource administration and fleet management.

CORE RESPONSIBILITIES:

1. Financial and Budget Management: 

• Assist with budget preparation and procedures and ensure processes are in place for effective control of financial transactions.
• Ensure that expenditure is undertaken in accordance with organisational policies and procedures and/or budget circulars.
• Implement income and expenditure tracking and reporting systems and monitor expenditure.
• Maintain records of financial transactions, resolve accounting and financial inconsistencies and prepare journal documents.
• Process service provider documentation and invoices, undertake quality assurance and report on the relevant platforms monthly.
• Manage petty cash and undertake banking and reconciliation for reimbursement.
• Implement internal and financial control of accounting systems, controls, and procedures to ensure the integrity of the financial information. 

2. Supply Chain Management: 

• Coordinate the procurement of goods and services, including verifying budget availability, obtaining quotes, the completion of purchase requests, tracking purchase requests and purchase orders, receiving goods, arranging invoice approvals, and submission for payment.
• Ensure that procurement processes are implemented according to organisational policies and procedures.
• Implement asset management according to organisational policy and procedure, including but not limited to tagging, verifications, reporting, losses, transfer and disposal and audits.
• Assist with consumable stock management and undertake stock management, conduct audits and maintain inventories of all stock monthly.
• Oversee stores management and implement systems to check items out and in as required and track usage of consumables.
• Operate applicable supply chain systems such as Sage.
• Track Service Level Agreements and initiate procurement processes timeously.

3. Human Resources Management:

• Ensure the implementation and maintenance of employee attendance registers/systems.
• Ensure compliance with Human Resource and other policy and procedure for timeous submission of accurate information to Payroll (e.g. subsistence and travel claims, overtime, leave, stand-by, etc.).
• Coordinate a needs analysis and the procurement and issuing of uniform, personal protective equipment (PPE).
• Supervise and oversee contract administrative assistants.
• Support occupational health (OHS) and safety compliance in the workplace (OHS Committee member, oversee the injury on duty (IOD) process, collate OHS incident reports and ensure OHS filing systems are compliant and current).

4. Eco-Tourism Support:

• Maintain records of income received, batch and reconcile income received.
• Compile and submit eco-tourism income reports (e.g. Room Seeker, Wild Card sales).

• Manage visitor and partner and/or concessionaire permit administration: maintain permit register, verify permits issued against income generated, obtain invoices from neighbours/landowners/partners and goods receipt
• Reconcile income generated from permits issued by neighbours / partners who issue permits on CapeNature’s behalf.
• Maintain partner MOA administration as it relates to income generated.

• Provide input to Operating Procedures related to Finance and Administration as well as gate operations.
• Front Office support functions are delivered as required.

5. General Office Management:

• Render a registry and office support service at the Reserve Complex.
• Provide a reception service and support the manager in day-to-day operations and stakeholder engagements such as logistics support for meetings, workshops, conferences, events, meeting preparation and minute taking, etc.
• Render logistical and administrative support at incidents (e.g. fires, floods) and ensure accurate post incident preparation and processing of documents (e.g. resource deployment, stand-by, overtime, costings, etc.).
• Implement filing systems and control systems to manage and track documents, invoice books, keys, stationary, permit books, assets, stock and equipment.
• Ensure lease agreements for the use of infrastructure such as office complex, stores and staff accommodation are in place and current.
• Ensure Service Level Agreements in place and current.
• Document collation and reporting as per monthly calendars from the Landscape Administrator and Finance Component.
• Undertake monthly follow-up and reporting on utility providers readings and invoices raised for e.g. water, electricity.
• Manage the transport fleet in accordance with Government Motor Transport (GMT) and organisational circulars, policies and procedures.
• Administer fleet management for the compliant utilisation, maintenance and repair of vehicles, vessels, tractors.

MINIMUM REQUIREMENTS:

• Grade 12 with Accounting and Math at Higher Grade or Pure Math, preferably studying towards a Financial Qualification.
• 3 years’ proven experience in finance and administration
• A valid driver’s license
• No criminal record

Recommendations

• Willingness to work irregular hours, after hours and perform standby duties during fire season
• Computer literacy (MS Office suite – Word, Excel, Powerpoint)
• Bilingualism in at least two of the official languages in the Western Cape

Competencies:

• Good project planning and organizing skills
• Good interpersonal skills and ability to operate well in a team.
• Ability to thrive in a fast-paced environment managing multiple projects and tight deadlines
• Ability to function independently and within a team

AS A PERMANENT EMPLOYEE OF CAPENATURE, YOU WILL ENJOY:

• 24 days of annual leave per annual leave cycle.
• Comprehensive benefits for death, critical illness or injury linked to the Pension Fund for CapeNature employees.
• Staff discounts of up to 50% on CapeNature accommodation at reserves across the Western Cape.
• Opportunities for career progression and development through internal and external training interventions, and academic growth through the internal CapeNature Bursary Programme subject to Bursary Policy guidelines.
• Free access to CapeNature’s Wellness Partner for you and your immediate household which includes professional counselling, financial, legal and health related advice; and
• The opportunity to positively impact the environment and promote a sustainable future.

Kindly Note:

“*Remuneration negotiable within the range provided, depending on current remuneration package

Only suitable candidates who meet the minimum requirements will be considered.

CapeNature reserves the right not to make an appointment or to re-advertise a post should it be deemed necessary within its sole discretion.

Apply online: https://capenature.simply.hr

Closing date: 28 July 2025