Secondee: Office Manager

Secondee: Office Manager - South Africa
Company Profile
Palladium is a global company working to design, develop and deliver positive impact on the lives and livelihoods of people around the globe; broaden access to health, water, power, and infrastructure; build enduring, sustainable, and transformative institutions and market systems to address global challenges; and conserve the natural world. We operate in over 90 countries and have a workforce of 3,000 talented, motivated, and diverse staff of all religions, races, languages, and gender identities.

Palladium develops and delivers innovative, locally relevant, evidence-based solutions to improve the health and well-being of people around the world. Since 1971, we have assisted governmental and non-governmental agencies, foundations, and the private sector by designing, implementing, and evaluating programs in HIV/AIDS, sexual and reproductive health, population and family planning, maternal and child health, infectious diseases, and gender. Palladium has deep expertise in policy and advocacy, research and strategic information, health markets and private sector engagement, modeling and economic analysis, patient monitoring and management/HMIS, strategic consulting, and program management.
Background
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
Palladium, through Data.FI, is currently seeking a skilled and motivated individual to join our team as a Secondee: Office Manager to support the implementation of the Data.FI award in South Africa (SA). While there is a preference for the candidate to be based in either Pretoria or Johannesburg, other locations will be considered for the right candidate. Data.FI South Africa is dedicated to supporting the National Department of Health Digital Health Unit (NDOH DHU) in utilizing data analytics for effective policy-making, strategic planning, and daily decision-making related to TB and HIV programs through the development and implementation of an advanced analytic approach for program implementation and scale up.

In this pivotal role, you will be at the forefront of providing high-level administrative support to the Chief Director Digital Health office, including policy interpretation, guideline development, communication plan implementation, and documentation management. Additionally, provide secretarial support to technical work groups, manage communication with stakeholders, and ensure effective office management. If you are a dynamic and seasoned individual driven by the passion to harness data analytics for meaningful impact within the realm of public health, we invite you to join our team at Data.FI. Your role will be pivotal in enhancing the efficacy of TB and HIV programs through evidence-based decision-making and sustainable strategic planning.
Key Responsibilities

- Provide high-level administrative support services to the office of the Chief Director Digital Health. Record the engagements of the Chief Director and other Senior managers while apply discretion to accept/ decline or refer request for meetings to other employees based on the assessment of importance and urgency and responsibility.
- Ensure the effective flow of documentation to and from the Chief 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. This support will include the development and implementation of communication platforms of technical work groups with stakeholders.
- Obtain inputs, collate, and compile reports for the Chief Director for escalation and presentation, including but not limited to management reports. Collect, analyze, and collate information requested by the chief director.
- Clarify instructions and notes on behalf of the Chief Director. Records minutes/ decisions and communicates to the relevant role-players and do follow-up on progress made.
- Scrutinize documents and make summary notes on content for the Chief director to brief him/her on the content and for actions.
- Liaise with the personal assistant in the office to prioritize issues in the diary of the Chief Director.
- Manage the leave register of the unit. Be professional, highly motivated, demonstrate initiative, and be a critical thinker who will be able to gather and analyze information skillfully.
- Remains up to date with prescripts/policies and procedures applicable to his/her work terrain to ensure efficient and effective support to the chief Director while remaining abreast with the procedures and policies that apply to the office of the Chief Director.

Qualifications

- Undergraduate qualification in business administration or public administration (NQF7)
- At least 5 years' experience in office management with exposure to data or knowledge management
- Proven experience in operational procedures and guidelines development
- Excellent computer skills and effective oral and written communication skills
- Strong organizational and planning skills
- Ability to work on multiple projects simultaneously
- Knowledge of the Public Service Regulatory Framework and policy formulation process

Equity, Diversity & Inclusion
Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.
Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.
Safeguarding
We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.
Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.
Interviews will be conducted on a rolling basis.