Administrative & Facilities Assistant

CFM is a leading climate-centric blended finance fund manager. It raises and deploys climate finance funds in partnership at scale and at pace. Through its award-winning model, CFM has created a blueprint for a new generation of climate financiers, whose collective impact can help end the climate crisis. CFM currently manages two emerging market infrastructure funds focused on climate change mitigation and adaptation: Climate Investor One, a c. USD 1 billion fund focused on renewable energy, and Climate Investor Two, a c. USD 1 billion fund focused on water, sanitation and oceans infrastructure. CFM is currently implementing further blended finance initiatives in the green hydrogen, power transmission, and cities sectors focused on development, equity, private credit, and guarantee financial instruments.

Established in 2015, CFM is a joint venture between the Dutch Development Bank, FMO, and Sanlam InfraWorks, part of the Sanlam Group of South Africa with offices in The Hague, Cape Town, Singapore, Bogota, and Windhoek.

We’re seeking an Administration and Facilities Assistant to support our expanding team in Cape Town. This role is essential to the efficient daily operations of CFM’s office, providing a high standard of administrative, facilities, and operational support. Reporting to the Office Manager, this individual will collaborate with multiple departments to help maintain business-as-usual (BAU) activities and ensure a well-organized, service-oriented work environment.

Job Purpose

To assist the Office Manager in efficiently managing office activities, providing necessary administrative, logistical, and operational support.

1.1  Key Duties & Responsibilities

Reception

• Manage reception by receiving goods, deliveries, repairs, and welcoming visitors.
• Coordinate meeting arrangements, including booking meeting rooms, arranging telecoms, and organizing refreshments.
• Sending and receiving courier deliveries.

Facilities and Office Management

• Assist in ensuring proper administration and logistical support mechanisms are in place and effectively managed.
• Support the Office Manager in overseeing day-to-day office facilities to ensure efficient operations and handle queries and tasks effectively.
• Assist in liaising with IT service partners for IT-related matters.
• Purchase and maintain general office supplies (e.g., stationery, paper, etc.), maintain inventory, and ensure stock availability.
• Maintain an office furniture and IT equipment inventory.
• Ensure pantry provisions (milk, tea, coffee, fruit, etc.) are always in stock and replenished as required.
• Assist in managing the onboarding and offboarding process for staff, which includes - office procedures, health and safety, building access, and parking arrangements.
• Manage the cleaning service. Check daily that all areas of the offices are cleaned to satisfactory standards and ensure availability of cleaning materials.
• Assist in maintaining an organized office environment.

Travel Management

• Back up for travel bookings, both local & international travel, for the back-office team in accordance with required policy & processes using CFM’s dedicated online booking platform, ensuring smooth and cost-effective arrangements.
• Assist with arrangements for visits from overseas offices.

Administration

• Process supplier invoices within budget for approval through CFM’s online expense management system.
• Assist with the implementation of local procedures that are in place for the office.
• Participate and manage ad hoc projects from time to time.

Events

• Coordinate various internal events and celebrations.
• Assist the Office Manager with all the logistics to achieve a successful event. This includes catering, gifts, venue etc.

1.2 Qualifications, Experience & Skillset

• 4+ years’ experience in an administrative or facilities role.
• MS Office proficient, Outlook, Excel, Word and PowerPoint.
• Ability to plan and manage workload with competing priorities effectively.
• Excellent organisational skills, the motivation to ensure the highest quality and productivity standards are consistently maintained, and follow-through.
• Resourceful in handling administrative challenges and able to troubleshoot minor office issues.
• Basic knowledge of office equipment.
• Excellent verbal and written communication skills.

1.3 Competencies

• Planning
• Drive
• Service-oriented
• Stress resistance
• Devotion to quality
• Listening skills

Keywords

AdministrativeFacilitiesOffice ManagementTravel ManagementEventsMS OfficeOrganisational SkillsCommunication Skills