Project Assistant Engagement

6 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 and/or equivalent relevant experience in any fieldWork 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) to address technical priorities and 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 to support engagement 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 also provides over 800 square meters of centrally located meeting/event and co-working space for use by USAID, implementing partners, and other key stakeholders in Pretoria, South Africa (called The Collaboration & Learning Hub). The Project Assistant will work closely with the Project Officer: Engagement, and the Senior Project Officer: Engagement, Learning & Adapting (Team Lead) as well as the Operations and Finance teams to ensure that the Collaboration & Learning Hub meets world-class standards.**Primary Responsibilities**
- Process event and virtual conferencing requests and meticulously maintain the event calendar and tracker.
- Process ground transport requests, liaise with the Operations team.
- Maintain a database of venue and services for off-site engagements.
- Provide input to event plans (e.g. venue and activity options and costs).
- Provide input to reports (e.g. attendance figures and evaluation data).
- Procure resources for events (e.g. venues, supplies, and activity providers).
- Set up and administer virtual calls using Zoom, Google Meet, and/or Microsoft Teams.
- Coordinate in-person events, overseeing preparations (e.g., name tags, attendance registers, COVID screening tools, printing), setting up on the day, conducting checks, engaging with client and venue staff, and effectively triaging any challenges.
- Ensure that the designated space is maintained in impeccable condition, consistently presenting a welcoming and professional environment for participants.
- Conduct regular checks and inspections to guarantee that all facilities, including meeting rooms, common areas, and restrooms, meet the highest standards of cleanliness and organization.
- Monitor consumables inventory to ensure an ample supply of event snacks and refreshments for participants.
- Proactively identify areas for improvement in site management processes and implement enhancements to elevate the overall participant experience.
- Maintain a weekly schedule of support tasks for the operations team related to successful execution of events at the Collaboration & learning Hub.

**Requirements**:

- Diploma and/or equivalent relevant experience in any field.
- At least one year of experience in administrative support to field-based international programs.
- Passion for public health and social development.
- Ability to work indepen

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