Programme Administrator

3 weeks ago

Pinetown, South Africa NACOSA Full time

NACOSA is looking for a suitably qualified individual to support the relevant programme managers and team with daily clerical tasks.

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**:

- Manage Programme team Calendar of Events, e.g. Key meetings; Training Calendar
- 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.)
- Delivery of snack packs to community-based sites.
- 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.
- 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.
- Ad-hoc duties as required by the project, including going to the post office, bank, shops.
- Post matric qualification in Office/Business Administration Diploma or Degree.
- 2 years Administrative and/or PA experience.
- Knowledge of office management systems and procedures.
- Strong computer knowledge (Excel, Word and PowerPoint, E-mails, Internet).
- Previous experience arranging flight bookings and coordinating training logistics.
- Excellent verbal and written communication skills
- A working background in the NGO field will be advantages.
- Detail
- orientated and highly organised
- Valid South African unendorsed driver’s license and minimum 2 years driving experience. (non-negotiable)

**Personal Competencies**
- Sound interpersonal relations and professional customer service orientation.
- Ability to multi-task, prioritize effectively and work under pressure.
- Attention to details.
- Strong organisational and problem-solving skills.

**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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