NACOSA: ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE ASSISTANT (POLOKWANE)

Reference Number

20240018

Description

Born out of a national convention to draft the first national strategic plan for AIDS, NACOSA is now a leading national civil society organisation working collectively to build stronger, more equal, and healthy communities free from the burden of HIV. 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 widely.

NACOSA works at all levels across the country – from international donor agencies, the corporate sector and national government, right through to sub-district services and small, community groups. Strengthening Community systems for NACOSA focuses of building networks of Community Based Organisations and Community Leadership.

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  
• 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.

Requirements

Required Qualifications and Experience

• Matric certificate or equivalent NQF qualification.  
• An Office/Business Administration Certificate or Diploma would be a strong recommendation. 
• Minimum of 2 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 organisational skills.  
• Valid driver’s license  

Skills and attributes 

• 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 

CLOSING DATE: 04 February 2024

PLEASE NOTE:

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.

Preference will be given to suitably qualified applicants who are members of the designated groups in line with the employment equity plan and targets of NACOSA.  We also encourage people with disabilities to apply. NACOSA is guided by the principles of Employment Equity. Candidates with disabilities are encouraged to apply and an indication in this regard will be appreciated

In the event that you do not hear from us after 2 weeks of the closing date, please consider your application unsuccessful. NACOSA reserves the right to amend and/or withdraw adverts at any time without notification. NACOSA respects the privacy of its stakeholders and will treat all personal information provided in line with our recruitment policy and in accordance with the Protection of Personal Information Act.

Work Level

Junior

Job Type

Temp

Salary

Market Related

Duration

< 6 Months

EE Position

Yes

Location

Polokwane

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