Senior Programmes Administrator

2 weeks ago

Cape Town, South Africa Black Pen Recruitment Full time

**Senior Programmes Administrator (NGO)**

Our client’s purpose is to build the capacity of visionary, values-based, change-makers to advocate for health equity in South Africa. This will be delivered through a team of individuals sharing two critical traits: Individuals who are committed to human rights, evidenced by sustained involvement in activities which have challenged unfair health, social, economic and political structures and arrangements and individuals who want to continually expand their capacity to create the results they truly desire in an environment driven by continuous collaborative learning and improvement at all levels in the organisation.

**Job Type**: On Site | Temporary

**Start Date: Immediately**

8 years’ administrative experience in a fast-paced environment. Tertiary qualification
- degree or 3-year diploma in Administration/ Business Administration or related field Equivalent work experience Excellent written and spoken communication skills. Computer literacy and competence in MS Office. Proficiency in MS Excel and basic working experience of budgeting, financial reporting, forecasting and monitoring of budgets Report writing and minute taking skills Basic financial skills Strong interpersonal and communication skills. Strong project management skills Excellent administrative skills, coupled with a strong ability to plan, organise and control. Experience in developing, implementing and maintaining office systems and procedures Knowledge and experience in events management including travel management Events coordination, minute-taking skills Comfortable with diversity and respectful of a wide range of faiths, beliefs and experiences. Ability to maintain confidentiality Commitment and dedication to promoting health equity in South Africa is crucial. Driven by passion and a vision for a better future coupled with intentional action with the goal of bringing about social change. The ability to, in an environment of cultural diversity, build and sustain a culture that enables critical reflection, transparency, dignity, mutual recognition and support. Proficiency in electronic communications and standard office software. Excellent written and spoken English. A commitment to social justice. Responsibilities Administration Management Manage and coordinate the programmes administration function to ensure efficient and effective processes, working in collaboration with the Programmes Director. Develop effective administration systems and processes, aligned to the company’s operations systems and policies Manage and schedule the calendar of the Programmes team and meetings including external meetings, working in collaboration with the programmes team. Participate and support the programme design, delivery and learning processes Manage the programmes documentation systems, ensuring information is kept up to date and accessible Coordinate the Programmes planning and the running of programmatic activities across the Fellowship programmes. Support the team’s reporting activities and processes Manage and maintain a database of key stakeholders including fellows, learning partners, facilitators, and other core contacts for the effective Programme functioning Ensure that there is up to date information and registers of Fellows. Finance and procurement coordination Monitor programmes budgets ensuring that the team is working within budget guidelines. Monthly reconciliation of invoices from suppliers/service providers with supplier statements and follow-up on irregularities. Coordinate the Programmes team finances including cash reconciliation and requisitioning process Check invoices for accuracy and ensure they are handed to the Finance team Ensure accurate and final invoices are sent timeously to finance for payment processing Manage Fellows payments, disbursements and reconciliations, ensuring they are processed accurately and timeously Work with the Procurement and Operations Manager, supporting the development of contracts and/or agreements Travel Management Manage travel arrangements for the programmes team, ensuring effective booking of flights, transport, accommodation and travel insurance Manage travel arrangements for the Fellows for company events (meetings, training, workshops, learning modules/circles etc.) working closely with the Fe3llows Coordinator Ensure that the travel policy is enforced and contribute to any updates to the policy. Manage and update per diem rates, hotel information and airport transfer, aligning to company guidelines Maintain good relationships with travel agents, accommodation and transport suppliers and ensure Collaboration with the Procurement and Operations Manager and contribute in travel management systems. Internal Communications Coordinate communication within the Programmes Team, ensuring that staff are constantly updated on relevant information, activities, and events Develop and circulate internal communications within the company in relation

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