Administrative Assistant - 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. NACOSA has a zero-tolerance for sexual exploitation, abuse, and harassment (SEAH), and related abuse of power and is committed to protecting its staff and all people receiving services through our programs from this type of misconduct.

Our Values

We recognize and respect the agency, dignity and strength of communities and people, we are connected to and grounded in communities, we value and embrace inclusion, diversity, and transformation, we put people first,

The duties and responsibilities of the Administrative Assistant will include, but not limited to:

• Day to day office support and administration assistance to the Programme Specialist and programme team
• Assist with procurement administration, including obtaining quotes from suppliers for programme related services, submitting invoices to finance
• Assist with transporting supplies, equipment, commodities and collection of documents from the field
• Assist with locating venues for implementation sessions within selected communities.
• Assist with keeping a logbook register (refreshments being disbursed to participants, disbursement of airtime or data to the programme team)
• Develop and maintain a network of working level external contacts
• Liaison with third parties (i.e. caterers, venues) as required
• Assemble materials (stationery, printing, etc.) for meetings and trainings
• Document management and filing, including electronic filing on central database
• 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
• Supply chain monitoring of key commodities for programme interventions.
• Ad-hoc duties as required by the project

Required qualifications, skills, and experience.

• Matric certificate or equivalent NQF qualification.
• An Office/Business Administration Certificate or Diploma would be highly advantageous.
• At least 2 years of Administrative and / or Personal Assistant 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 and own vehicle

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