Programme Administrator

2 weeks ago

Century City, Western Cape, South Africa NACOSA Full time

Born out of a movement to draft the first national strategic plan for AIDS, NACOSA has played an important role in mobilising an effective, multi-sectoral response to HIV, AIDS, and TB - South Africa's main public health challenges.

NACOSA is now a leading community service organisation, working collectively to build strong, equal, and healthy communities free from the burden of HIV, AIDS, TB and GBV.

We do this by
strengthening community systems,
mobilising, and managing resources, facilitating networking and collaborations,
providing, and enabling access to services and
advocating, learning, and sharing collectively.

NACOSA works at all levels - from international agencies, the corporate sector, research institutions and government, right though to local services and small, community groups.


The key performance areas of the role are:

  • Day to day office support and administration assistance to the Programme Specialist/Manager and programme team
  • Maintain Programmes Team Calendar of Events, e.g. Key meetings; Training Calendar
  • Supply chain monitoring of key commodities for programme interventions, e.g. IEC Materials, refreshments, condoms.
  • Assist with procurement administration, including obtaining quotes from suppliers for programme related services, submitting invoices to Finance
  • Assist with locating venues for implementation sessions within selected communities.
  • Assist with keeping a logbook register (i.e. Refreshments being disbursed to participants, disbursement of airtime or data to the programme team etc.)
  • Develop and maintain a network of working level external contacts
  • Liaison with third parties (i.e. caterers, venues) as required
  • Assemble materials (stationery, printing, etc.) for meetings and trainings
  • Perform work related errands, including going to the post office, bank and shops
  • Arrange and take notes (formal minutes) for meetings
  • Document management and filing, including electronic filing on central database (e.g. Cloud/Server)
  • Maintain office supplies and equipment inventory as required
  • Maintain administrative records including meeting minutes and reports
  • Any other duties as required by the project
  • Matric certificate or equivalent NQF qualification.
  • An Office/Business Administration Certificate or Diploma would be a strong recommendation.
  • Minimum of 2 years Administrative and / or PA experience.
  • Strong computer knowledge (Excel, Word and PowerPoint, Emails, Internet).
  • Previous experience arranging flight bookings, finance admin, procurement, and training logistics.
  • Be fully conversant in spoken and written English and be able to communicate at ease with all levels of staff and clients.
  • Experience working in NGO/NPO field will be advantageous
  • Strong attention to detail and meticulous organisational skills.
  • Valid driver's license, own vehicle and willing to travel

Skills and attributes:

  • Sound interpersonal relations and professional customer service orientation
  • Ability to multitask, prioritize effectively and work under pressure
  • Attention to details
  • Strong organizational and problemsolving skills
  • Good time management skills
  • Methodical in approach to work
-
PLEASE NOTE:

  • NACOSA respects the privacy of its stakeholders and will treat all personal information provided in line with our recruitment policy and in accordance with the Protection of Personal Information Act.

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