Secretariat Administration Officer

7 months ago

Pretoria, South Africa Palladium Group, Inc. Full time

**Secretariat Administration Officer - South Africa**

**Project Overview**:
Palladium is implementing the USAID-funded Translating Data for Implementation (Data.FI) award. Data.FI is a $180 million, 5-year project which serves as USAID’s primary mechanism for data, technology, and health information systems to support HIV activities across strategic PEPFAR countries. Data.FI is part of a suite of large-scale global HIV programs that USAID has awarded and represents the next generation of HIV/AIDS programs. Data.FI plays a key role in USAID’s goals of helping partner countries on their Journey to Self-Reliance and transitioning local organizations to prime recipients of USG funding.

The overall goal of the Data.FI project is to improve global, regional, and national in-depth analyses of HIV epidemiologic and program data that can be directly applied to expedite the achievement of PEPFAR targets to attain and sustain control of the HIV epidemic. The focus also includes directly supporting host country governments and implementing partners to further enhance existing health information system platforms to inform management responses to well-defined gaps in HIV/AIDS programming. In order to ensure rapid access to high quality data, Data.FI works towards: accelerating data utilization to rapidly course correct and take to scale cost-effective and impactful activities, models and approaches required to attain and maintain HIV epidemic control; scaling and optimizing in-country health information system capabilities to collect, exchange, adapt, govern, and visualize information in order to track the attainment and maintenance of HIV epidemic control; and supporting the transition of prime funding and implementation to capable local partners in order to meet the PEPFAR goal of 70% of funding to local partners by 2020.

**Position Summary**:
The position is a fixed-term contract, with an extension thereafter depending on performance, NDOH and USAID priorities, and the availability of funding. This position is based in Pretoria, South Africa.

**Primary Responsibilities**:

- Provide high-level administrative support services to the office of the Director Business Intelligence and Data Analytics.
- Liaise with project lead and funder.
- Record minutes and decisions from meetings or engagement, and communicate to the relevant role-players and do follow-up on progress made.
- Ensure the effective flow of documentation to and from the Director’s office while the safekeeping of documentation is assured and in line with all legislation and policies.
- Provide secretarial support to technical working groups, including liaising with all appointed members of technical workgroup members, and being responsible for all meeting arrangements and reports for technical workgroups and specific task groups.
- Administration of data analytics documentation for but not limited to the TB & HIV technical work groups.
- Obtain inputs, collate, and compile reports for the Director for escalation and presentation, including but not limited to management reports.
- Collect, analyze, and collate information requested by the director.
- Clarify instructions and notes on behalf of the Director.
- Scrutinize documents and make summary notes on content for the director to brief him/her on the content and for actions.
- Develop a communication plan considering all stakeholder underpinned by the POPI Act. Including but not limited to an electronic newsletter and an interactive communication platform. Manage all communication with stakeholders.
- Analysis of policies and development of guidelines for policy implementation and the subsequent development of Standardized Operational Procedures that support the implementation of the NHI.

**Required Qualifications**:

- A bachelor’s degree (minimum), or a postgraduate diploma of NQF7 level (desirable) in business administration or public administration
- At least 5 years of work experience in office management, with exposure to data or knowledge management
- Project management certification is preferred
- Previous experience in development of operational procedures and guideline development
- Knowledge of the South African health sector
- Knowledge of the Public Service Regulatory Framework
- Knowledge of the policy formulation process within the South Africa government
- Demonstration of ability to work on multiple projects simultaneously
- Proven experience in critical thinking, able to identify and resolve problems
- Effective oral and written communication skills, and excellent interpersonal skills to form effective working relationships
- High level of computer literacy, including experience with the Microsoft Office suite
- Written and oral proficiency in English
- Ability to travel locally within South Africa
- Must be legally authorized to work in South Africa

**Company Overview**:
**About Palladium** - Palladium is a global leader in the design, development and delivery of Positive I

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