Administrator: Stakeholder Management and Campaigns

4 days ago

Pretoria, South Africa SOUTH AFRICAN NATIONAL AIDS COUNCIL | SANAC Full time

**Purpose of the job**:** Purpose of the job**:
The position exists within the Stakeholder Management and Campaigns Unit and provide administrative support to the Stakeholder Management & Campaigns unit

**Key Responsibilities**:

- Attending, recording and transcribing minutes of the SANAC Trust committees (e.g. Nerve Centre, RMC, PRC, Legal and Human Rights TTT, Civil Society Forum and any other meetings as required
- Ensuring appropriate logistics and maintaining of organisational calendar of important meetings
- Formatting, editing, printing, compiling and uploading minutes to the SANAC Trust website in a timely fashion
- Planning, coordinating and scheduling organisational meetings
- Preparing and distributing meeting agendas
- Disseminating actions/resolutions emanating from meetings within one week
- Taking and transcribing minutes and distribute to attendees within two weeks of a meeting
- Arranging teleconference meetings as and when required
- Following up on actions/resolutions emanating from meetings
- Booking venues for all meetings
- Preparing and distributing meeting packs to attendees
- Developing and maintaining an effective document management/filing system (electronical and manual)
- Making relevant documents available for scheduled meetings
- Photocopying and collating of official documents
- Ensuring proper filing of minutes of meetings
- Drafting letters and documents from dictation or instructions
- Verifying expenditure against invoices and meetings conducted and submit to Unit Manager
- Performing any other administrative/secretarial duties as and when required

**Qualification, Skills and Experience**
- National Diploma in Administration, Business Administration, Secretarial Studies or related field. Bachelor’s Degree in a related field will serve as good advantage.
- 4- 5 years of relevant Administrative and Secretarial experience
- 5 years of exceptional experience in detailed minute taking
- Experience in working in an NGO environment will be advantageous.
- 5 years in administration, events management, public relations or any related field
- Typing speed of approximately 65 words per minute
- Experience either shorthand or speedwriting
- Proficient computer literacy with advanced levels in MS Word, Excel, Power point and Outlook - Certificate in MS Office or Communications is an advantage
- Excellent written and oral communication skills
- Ability to communicate in at least 3 South African languages
- Attention to details and be able to multitask
- Track record of successful interactions with a wide range of stakeholders
- Understand and align stakeholder expectations
- Strong demonstrated ability to work in a team environment on highly collaborative projects
- Project management skills, organisation and time management skills
- Ability to work independently as well as taking a supportive role within a team
- Assertive and confident
- Excellent interpersonal skills
- Driving with a valid driver’s licence is a must
- Ability to travel as and when required

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