Administrative Assistant at NACOSA

Description

• Born out of a movement to draft the first national strategic plan for AIDS, NACOSA has played an important role in mobilising an effective, multi-sectoral response to HIV, AIDS, and TB – South Africa’s main public health challenges. NACOSA is now a leading community service organisation, working collectively to build strong, equal and healthy communities free from the burden of HIV, AIDS, TB and GBV. We do this by strengthening community systems, mobilising and managing resources, facilitating networking and collaborations, providing and enabling access to services and advocating, learning and sharing collectively. NACOSA works at all levels – from international agencies, the corporate sector, research institutions and government, right though to local services and small, community groups.

The key responsibilities of the role are:

• Day to day office management and administration assistance to the Programme 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
• Basic record keeping / stock control of office consumables / programme materials
• Assistance with finance administration such as procurement (obtaining quotes) or accounts payable (preparing and submitting payment packs)
• Liaison with third parties (i.e. caterers) as required
• Assemble materials (stationery, printing, etc.) for meetings and trainings
• Arrange and take notes (formal minutes) for meetings
• Document management and filing, including electronic filing on central database (e.g. Cloud/Server)
• Any other administrative duties as may be needed

Requirements

• 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 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

Personal Competencies

• Sound interpersonal relations and professional customer service orientation
• Ability to multi-task, prioritize effectively and work under pressure
• Attention to detail
• Strong organizational, planning and prioritization skills