Program Assistant

2 days ago

Johannesburg, South Africa Bill & Melinda Gates Foundation Full time

**The Foundation**

We are the largest nonprofit fighting poverty, disease, and inequity around the world. Founded on a simple premise: that people everywhere, regardless of identity or circumstances, should have the chance to live healthy, productive lives. By building a global and cultural workplace that supports greater diversity, equity, and inclusion — of voices, ideas, and approaches — together with our employees and partners, we can help all people improve their lives from poverty and health to education.

**The Team**

The Africa team works to enable the foundation’s ambitious goals of scaling evidence-based interventions that target a range of disease and socio-economic conditions which are endemic across Sub-Saharan Africa (SSA). The team carries out its responsibility through direct country engagement to deploy interventions and delivery models, and by building the partner architecture to replicate successful interventions and models across multiple countries.

**Your Role**

The Program Assistant, South Africa Regional Office, is an important member of the Africa team. The focus of the Africa team is to enable collective impact for the foundation in Africa by influencing policy and finance towards key development priorities, strengthening capacity and enabling systems for delivery, and innovating and using cross-cutting enablers for impact at scale. The Program Assistant will provide a wide and varied range of organizational and administrative support to the leaders and staff in the South Africa regional office while assisting with project coordination and collaborating with a small team of other assistants to support the overall work and ensure the smooth running of the Africa team’s regional office based in Johannesburg, South Africa.

**What You’ll Do**
- Complete a wide range of administrative tasks for principals, including handling complex calendars of appointments across geographies; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Work closely and effectively with the principals to keep them well informed of upcoming internal and external commitments and responsibilities, following up appropriately. Oversee the key engagement strategy for the principals.
- Successfully complete critical aspects of deliverables with a hands-on approach, including follow-up on principals’ contacts.
- Prioritize conflicting needs; handle matters expeditiously and proactively, and follow through on projects to successful completion, often under deadline pressures.
- Assist with the planning for events, leadership meetings, retreats, convenings, and presentations which may include coordinating arrangements for multiple participants, managing participant communication, handling logistics, preparing and disseminating materials.
- Create, update and maintain organized files and records including a system for tracking, monitoring and prioritizing tasks and projects. Compile and process expense reports and reimbursements.
- Maintain high quality interactions and clear and consistent communications with grantees, partners, government officials, consultants and internal staff.
- Cultivate solid working relationships with staff and a broad range of senior contributors including community leaders, consultants, grantees and public officials.
- Support communications to ensure timely responses to inquiries including acting as liaison for team with internal partners, routing requests appropriately, drafting and editing correspondence and taking and distributing meeting minutes.
- Demonstrate keen ability to anticipate needs of principals and proactively spot and resolve issues, especially when principals are travelling.
- Develop methods and procedures on new assignments, may provide guidance to other support staff.

**Your Experience **(i.e. Qualifications and Education)
- Associate’s Degree with 3+ years of experience, or equivalent experience supporting senior staff in a development space, preferably in a global and matrixed environment.

**Key competencies**
- Competency 1: Sense of initiative, robust organizational and project management skills, ability to work autonomously and cross-functionally while remaining flexible to changing tasks, priorities, and roles and responsibilities.
- Competency 2: Clear and consistent communication skills, both verbal and written; bias for collaboration and partnership.
- Competency 3: Strong people orientation, open-mindedness and eagerness to engage with partners, colleagues and collaborators with whom principals interact.

**Other Attributes**
- Proactive approaches to problem-solving with strong decision-making capability.
- Highly resourceful team-player, with the ability to also be effective independently.
- Demonstrated ability to handle confidential information with discretion, be adaptable to opposing demands.
- Clea

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