Project Assistant: Logistics
4 weeks ago
Background
The Technical Support Services (TSS) Activity helps USAID/South Africa and Regional Health Office (RHO) address technical priorities, develop creative, innovative solutions to strategically allocate resources, strengthen connections with partners, and replicate best practices and effective program models. Through the TSS contract, Panagora augments capacity by providing technical, operational, and administrative support to USAID’s largest health portfolio and to USAID health offices throughout the region. TSS deploys advisors in response to USAID requests for priority work with government stakeholders, implementing partners, and/or other entities. TSS supports Health Office staff and teams to integrate creative solutions into routine work. TSS also provides international and local expertise for surge support, as needed, for USAID Program Cycle requirements, planning, development, outreach, communications, and Health Office human resource functions.
Position Rationale
Panagora seeks a Project Assistant:Logistics to support travel and accommodation activities for TSS as we support USAID and their implementing partners. TSS provides in-person, virtual, and hybrid events and meeting support, including team retreats, internal and external meetings, and technical workshops. This includes planning and preparation (program design, resourcing, procurement, preparing materials); event and meeting support (facilitation, events coordination, synthesizing knowledge, triaging challenges, liaising with providers, and administering in-person, hybrid and virtual-only collaboration platforms); and follow-up and reporting (meeting notes, satisfaction surveys). TSS offers ground transportation and fleet services to USAID, implementing partners, and other stakeholders. It also plans and coordinates travel and accommodation for consultants and full-time staff members. These arrangements span domestic travel within South Africa, journeys within the SADC region, and international trips. To ensure the seamless and professional execution of these services and uphold world-class standards for travelers, the Project Assistant will collaborate closely with the Project Assistant: fleet and Logistics, as well as with the program, operations, and finance teams. This concerted effort ensures that travel and accommodation arrangements are managed efficiently and effectively, catering to travelers' diverse needs.
Principal Duties and Responsibilities
We seek a detail-oriented and proactive Project Assistant:Logistics officer to join our dynamic team. This crucial role involves managing travel arrangements and accommodations for project team members, ensuring seamless logistics for various projects. The candidate will also be responsible for supporting other project needs. The ideal candidate will possess excellent organizational skills, strong attention to detail, and the ability to handle multiple tasks efficiently.
Travel Coordination
Ensure compliance with company travel policies and budget constraints.
Handle changes or adjustments to travel plans as needed and communicate updates to the team.
Accommodation Management
Handle reservations, cancellations, and changes as needed.
Address accommodation-related issues promptly and seek resolutions effectively.
Vendor Relationship Management
Evaluate vendor performance and suggest improvements when necessary.
Documentation and Reporting
Generate regular reports on travel and procurement activities for management and other stakeholders.
Travel Tracking Tools
Ensure timely submission of expense reports by travelers.
Update travel trackers regularly and follow up on pending claims.
Procurement
Source suppliers, obtain quotes, and negotiate terms to ensure cost-effectiveness andquality.
Create and manage purchase orders, tracking deliveries, and maintain accurate procurement records.
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