Administrative Assistant for Presidential Emergency Plan for Aids Relief

2 weeks ago

Pretoria, South Africa U.S. Embassy South Africa Full time
Job title : Administrative Assistant for Presidential Emergency Plan for Aids Relief (PEPFAR)Job Location : Gauteng, PretoriaDeadline : December 18, 2024Quick Recommended Links
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Duties

Basic Function of Duties

  • The Administrative Assistant supports the PEPFAR Country Coordinator and Deputy Coordinator with all logistical, administrative and support aspects of the PEPFAR Coordination Office, which is the Department of State section that administers and coordinates the PEPFAR program in South Africa.
  • PEPFAR is a highly complex program executed by six USG agencies (USAID, CDC, Peace Corps, DOD, HHS, and DOS).
  • The position will be supervised by PEPFAR Deputy Coordinator.

Major Duties and Responsibilities

Logistical Support - 60% of the Time:

  • Support the PEPFAR Country Coordinator and the Deputy Coordinator with all aspects of program coordination, promotion, and communication, internal and external.
  • Reserve internal meetings rooms and offsite venues, and assist in the preparation, planning, and execution of internal and external meetings, workshops, and conferences; this includes communicating meeting logistics to internal USG staff in all relevant agencies and all external participants.
  • Liaise with participants, venue proprietors, professional event coordinators, and other service providers in connection with planning program-related meetings and events.
  • Coordinate and assist with assembling welcome and briefing packages for senior management, incoming staff, and temporary duty and high-level visitors. 
  • Arrange and communicate registration, travel, transportation, and lodging for PEPFAR visitors, incoming staff, and current staff authorized for official travel. 
  • Process manual and electronic travel requests, authorizations, cash advances, and expense vouchers.
  • Provide assistance with editing and data collection in the preparation of program reports, promotional material, contact lists, etc. When requested, participate in meetings with the PEPFAR Country Coordinator and/or Deputy Coordinator.
  • Assist in preparing/reviewing purchase orders for program activities and equipment.
  • Assist all PEPFAR Coordination staff with access to USG systems and equipment, including OpenNet computers, laptops, cellphone, modems, iron keys, scanners and printers.
  • Assist with any other tasks as assigned by the PEPFAR Country Coordinator and/or Deputy Coordinator.

Records Management - 20% of the Time:

  • Maintain electronic and manual filing systems.
  • Ensure ready access and availability to reports and other published materials required by the office and interagency team.
  • Maintain accurate and up-to-date contact distribution lists for interagency PEPFAR staff, bilateral interlocutors and working groups, implementing partners, multilateral principals, and other external stakeholders.
  • Maintain complete, accurate, and up-to-date records of office equipment inventory.
  • Monitor office attendance, process all timekeeping documents, capture in electronic timekeeping system application, and maintain orderly and complete records.
  • Maintain participant lists for all PEPFAR conferences and events, keeping an archive for reference. 
  • Ensure all files are properly stored and scheduled to be destroyed according to policy requirements.

Office Communication - 20% of the Time:

  • Set up and participate in monthly PEPFAR Team and Coordination Office video conferences, which includes ensuring calendar invites are sent out timeously and accurately to all relevant participants.
  • Take and circulate meeting minutes for all PEPFAR Coordination Office meetings.
  • When requested, work with Public Affairs and/or the PEPFAR Communications Manager to promote information relating to PEPFAR activities.
  • Receive incoming telephone calls, responding to enquiries or routing them to appropriate persons/sections.
  • Maintain office calendar and reply to internal and external requests for appointments/meetings.
  • Draft, edit, and format offi cial memos, letters, emails, calendar invites, and other office correspondence and communiques.

Qualifications and Evaluations

Requirements:

All selected candidates must be able to obtain and hold a:

  • Public Trust Security Clearance.
  • All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam.
  • Selected candidate must be able to begin working within a reasonable period of time (12 weeks) upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Education Requirements:

  • Two-years College/University studies is required.

Evaluations

  • You will be evaluated against the qualifications and requirements in this vacancy announcement. 
  • You may be asked to complete a pre-employment language or skills test.
  • You must complete the application form and provide the required documents. 
  • Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed. 
  • If you fail to submit a complete application, then your application may be disqualified for this position.

Qualifications:

Experience:

  • A minimum of three years of progressively responsible administrative or secretarial experience in a professional office setting is is required.

Job Knowledge:

  • Working knowledge of office procedures and general office equipment is required.
  • Knowledge of the host country government structures is required.
  • Must demonstrate knowledge of procurement process, travel arranging, meeting and event planning

Skills And Abilities:

  • Must have excellent interpersonal skills, with an ability to develop and maintain a network of working level outside contacts; excellent drafting and editing skills, with a strong attention to detail. 
  • Excellent organizational and time management skills is required.
  • Ability to function in a fast-paced, dynamic, time-sensitive, results-driven environment is required.
  • Keyboard skills that includes accuracy and speed is required.
  • Familiarity with MS Word  and Excel is required.

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