Project Assistant: Logistics

5 months ago

Pretoria, South Africa Panagora Group Full time

**Job Information**:
Project/Activity
- USAID/South Africa TSSIndustry
- USAIDCity
- PretoriaState/Province
- GautengCountry
- South AfricaZip/Postal Code
- 0002HIghest Level of Education
- Diploma or Degree in Logistics or related field, or equivalent experienceWork Experience
- 1-3 years- Panagora Group is a social enterprise dedicated to providing high-quality, high-impact international health, development, and learning consulting. We are a dynamic woman
- and employee-owned small business partner focused on market-based and integrated local solutions that strengthen country capacity and independence; and on learning, communications, and technology solutions to accelerate and heighten impact. As a small business, we are able to implement novel and innovative approaches using highly participatory approaches to mobilize community, civil society, and government energy in defining and owning solutions, and to promote inclusive development that benefits all groups.**Background**

The Technical Support Services (TSS) Activity helps USAID/South Africa and Regional Health Office (RHO) address technical priorities, develop creative, innovative solutions to strategically allocate resources, strengthen connections with partners, and replicate best practices and effective program models. Through the TSS contract, Panagora augments capacity by providing technical, operational, and administrative support to USAID’s largest health portfolio and to USAID health offices throughout the region. TSS deploys advisors in response to USAID requests for priority work with government stakeholders, implementing partners, and/or other entities. TSS supports Health Office staff and teams to integrate creative solutions into routine work. TSS also provides international and local expertise for surge support, as needed, for USAID Program Cycle requirements, planning, development, outreach, communications, and Health Office human resource functions.

**Position Rationale**

Panagora seeks a Project Assistant:Logistics to support travel and accommodation activities for TSS as we support USAID and their implementing partners. TSS provides in-person, virtual, and hybrid events and meeting support, including team retreats, internal and external meetings, and technical workshops. This includes planning and preparation (program design, resourcing, procurement, preparing materials); event and meeting support (facilitation, events coordination, synthesizing knowledge, triaging challenges, liaising with providers, and administering in-person, hybrid and virtual-only collaboration platforms); and follow-up and reporting (meeting notes, satisfaction surveys). TSS offers ground transportation and fleet services to USAID, implementing partners, and other stakeholders. It also plans and coordinates travel and accommodation for consultants and full-time staff members. These arrangements span domestic travel within South Africa, journeys within the SADC region, and international trips. To ensure the seamless and professional execution of these services and uphold world-class standards for travelers, the Project Assistant will collaborate closely with the Project Assistant: fleet and Logistics, as well as with the program, operations, and finance teams. This concerted effort ensures that travel and accommodation arrangements are managed efficiently and effectively, catering to travelers' diverse needs.

**Principal Duties and Responsibilities**

Travel Coordination
- Plan, coordinate, and book travel arrangements for project team members, including flights, accommodations, and ground transportation.
- Ensure compliance with company travel policies and budget constraints.
- Handle changes or adjustments to travel plans as needed and communicate updates to the team.

Accommodation Management
- Source suitable accommodation based on the approved hotel list and project requirements.
- Handle reservations, cancellations, and changes as needed.
- Address accommodation-related issues promptly and seek resolutions effectively.

Vendor Relationship Management
- Foster strong relationships with vendors to ensure timely and reliable service delivery.
- Evaluate vendor performance and suggest improvements when necessary.

Documentation and Reporting
- Maintain accurate records of travel bookings, accommodations, and procurement transactions.
- Generate regular reports on travel and procurement activities for management and other stakeholders.

Travel Tracking Tools
- Maintain all travel-related trackers, including expense report tracking.
- Ensure timely submission of expense reports by travelers.
- Update travel trackers regularly and follow up on pending claims.

Procurement
- Source quotations for caterers for all events for the Collaboration and Learning Hub.
- Source suppliers, obtain quotes, and negotiate terms to ensure cost-effectiveness and quality.
Create and manage purchase orders, tracking deliveries, and maintain accurate procurement records.

**R

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