Administrative Assistant - NACOSA

eg. Accountant or Accounting or Kempinski



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South Africa has the highest number of people living with HIV in the world – over 7 million people. To turn the tide on HIV and AIDS, we need to bring all sectors of society together and strengthen the community systems that support people.

NACOSA is a networking organisation that brings communities together to tackle HIV and its impact on vulnerable people. We have a 19-year track record of working with donors, government and communities to strengthen community systems and turn the tide on HIV, AIDS and TB.
We do this through mobilizing our network of over 1,900 organisations, promoting dialogue between government and affected people, building capacity with accredited training, mentoring and technical assistance and channeling resources to support service delivery on the ground, particularly for children and youth, key populations and women and girls.

Job Functions: Administration

Industries: Ngo / Non-Profit

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Specification

NACOSA is looking for a suitably qualified candidate within South Africa for the position of a Administrative Assistant on the Adolescent Girls and Young Women Grant.

The Key Responsibilities of the Role are:

  • Day to day office management and administration assistance to the Programme Specialist/Manager and programme team
  • Maintain Programmes Team Calendar of Events, e.g. Key meetings; Training Calendar
  • Communication with contracted implementers as required
  • Travel arrangements (flights, accommodation, shuttles, etc.) for implementers and staff for meetings, trainings and events
  • Monitoring deliverables of implementers and provide feedback to the programme specialist as required
  • Supply chain monitoring of key commodities for programme interventions, e.g. IEC Material for Community Based organisations (Sub-Recipients / Service Providers)
  • Assist with procurement administration, including obtaining quotes from suppliers for programme related services, submitting invoices to Finance
  • Develop and maintain a network of working level external contacts
  • Liaison with third parties (i.e. caterers) as required
  • Assemble materials (stationery, printing, etc.) for meetings and trainings
  • Perform work related errands.
  • Arrange and take notes (formal minutes) for meetings
  • Document management and filing, including electronic filing on central database (e.g. Cloud/Server)
  • Networking as required
  • Maintain office supplies and equipment inventory as required
  • Maintain administrative records including meeting minutes and reports
  • Any other duties as required by the project

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Requirements

Qualifications, Skills and Experience required

  • Matric certificate or equivalent NQF qualification.
  • An Office/Business Administration Certificate or Diploma would be a strong recommendation.
  • Strong computer knowledge (Excel, Word and PowerPoint, E-mails, Internet).
  • At least 1-2 years Administrative and / or PA experience.
  • Previous experience arranging flight bookings, handling training logistics.
  • Be fully conversant in spoken and written English and be able to communicate at ease with all levels of staff and clients.
  • A working background in the NGO field will be an added advantage
  • Valid driver’s license

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