Programme Administrator

at  NACOSA

ABOUT NACOSA:

We started as a convention intent on bringing together organisations working on HIV. We now render services and disburse funds towards a coordinated response to HIV, TB and GBV as public health threats. As an organization, we work at national, provincial local and community levels and strive to embody the ideal spirit of NACOSA. We strive to live our values and philosophy in every interaction and task.

The duties and responsibilities of the Programme Administrator will include, but not limited to:

• Day-to-day office support and administrative assistance to the programme team.
• Assist with procurement administration, including obtaining quotes from suppliers for programme related services, submitting invoices to finance
• Supply chain monitoring of key commodities for programme interventions.
• Document management and filing, including electronic filing on central database
• Assist with transporting supplies, equipment, commodities and collection of documents from the field
• Assist with locating venues for implementation activities within selected communities.
• Develop and maintain a network of working level external contacts, e.g. Printing suppliers
• Liaison with third parties (i.e. caterers, venues) as required
• Collate materials (stationery, printing, etc.) for meetings and trainings
• Capture and verify information on various data bases (e.g., NetSuite, Learning Management Information Systems, Microsoft Excel)
• Maintain office supplies and equipment inventory as required
• Maintain administrative records including meeting minutes and reports
• Maintain programme team calendar of events, key meetings, training calendar
• Ad-hoc duties as required by the programme team.

REQUIRED QUALIFICATIONS, SKILLS AND EXPERIENCE

• Matric certificate or equivalent NQF qualification.
• An Office/Business Administration Certificate or Diploma would be a strong recommendation.
• Minimum of 3 years Administrative and / or PA experience.
• Strong computer knowledge (Excel, Word and PowerPoint, E-mails, Internet).
• Previous experience arranging flight bookings, finance admin, procurement and training logistics.
• Be fully conversant in spoken and written English and be able to communicate at ease with all levels of staff and clients.
• Experience working in NGO/NPO field will be advantageous
• Strong attention to detail and meticulous organizational skills.

• 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 details
• Strong organisational and problem-solving skills

• Day-to-day office support and administrative assistance to the programme team.
• Assist with procurement administration, including obtaining quotes from suppliers for programme related services, submitting invoices to finance
• Supply chain monitoring of key commodities for programme interventions.
• Document management and filing, including electronic filing on central database
• Assist with transporting supplies, equipment, commodities and collection of documents from the field
• Assist with locating venues for implementation activities within selected communities.
• Develop and maintain a network of working level external contacts, e.g. Printing suppliers
• Liaison with third parties (i.e. caterers, venues) as required
• Collate materials (stationery, printing, etc.) for meetings and trainings
• Capture and verify information on various data bases (e.g., NetSuite, Learning Management Information Systems, Microsoft Excel)
• Maintain office supplies and equipment inventory as required
• Maintain administrative records including meeting minutes and reports
• Maintain programme team calendar of events, key meetings, training calendar
• Ad-hoc duties as required by the programme team