French Fairtrade Certification Assistant

FUNCTION

Our client is looking for an enthusiastic and business-oriented person who is willing to coordinate and to administer the applications for Fairtrade Certification of companies in assigned countries in Africa and provide administrative support to the team. Internal and external customer service is a priority for this applicant. Attention to detail, willingness to learn and work in a team are essential assets in this position. The person will be part of a dynamic and multi-cultural team which is responsible for the certification of Fairtrade customers in Africa.

CORE RESPONSIBILITIES

• Manage all new applications for certification from French-speaking producers and traders in Africa
• Support the certification staff in data management and communication tasks and other tasks as needed
• Maintain the company’s database for the regions and produce the necessary reports out of the database
• Manage the practicalities of the office
• Communicate with customers and answer queries on the work of the company
• Liaise with other applications and certification staff in the global company

TASKS

• Prepare and send application packages and invoices to applicants
• Accept and process all new applications
• Communicate with applicants and staff to facilitate a smooth applications process
• Capture data on applicants and other clients in the company’s database
• Update data in the database and produce reports out of the database
• Assist with invoicing and follow-up on payments
• General communication with third parties
• Assist Analysts and the Regional Manager to keep Certification documents and filing systems including auditor information in order
• Manage distribution and filing of physical documents
• Manage relevant databases, ensure information is up to date and complete
• Support the Certification team by updating information in the databases, according to relevant work instructions
• Continuously improve procedures, formats and tools
• Assist with office management and liaison with service providers
• Manage the practicalities of the office
• Assist the Analysts and the Regional Manager in liaison with subcontracted auditors
• Other relevant tasks as requested by line manager

REQUIRED QUALIFICATIONS

• Post-Matric Qualification or at least three years’ work experience in office management; administration; communications; secretarial services; data management; (or the equivalent)
• Fluent in English and French oral and written
• Permission to work in South Africa
• Excellent interpersonal and organizational skills with the ability to prioritize work and assist more than one colleague
• A pro-active, hard-workin...
  
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