Admin Coordinator at NACOSA

The duties and responsibilities of the Admin Coordinator will include, but not limited to:

 Programme Administration, Capacity Building Operations and Oversight

• Coordinate administrative, logistical, and operational support for programme implementation activities, training sessions, meetings, and events.
• Manage and monitor integrated training calendars across programmes, funders, and private clients.
• Coordinate travel arrangements, venue bookings, catering, attendance tracking, and event logistics.
• Serve as the Learner Management Information System (LMIS) Super User, overseeing learner enrolments, course creation, reporting, and user support.
• Monitor and maintain learner records and training data, ensuring accuracy and compliance.
• Support accreditation, quality assurance, and standard operating procedure (SOP) requirements.
• Prepare reports, meeting minutes, correspondence, and administrative documentation.
• Maintain organised filing systems and programme records.
• Provide guidance and support to Programme Administrators.

Finance Administration

• Support programme and finance teams with payment administration in accordance with NACOSA policies and procedures.
• Prepare accurate payment packs and ensure timely submission for processing.
• Track payments and distribute proof of payment to suppliers.
• Assist with reconciliation processes and expenditure verification.

Procurement Administration

• Support procurement activities for programme materials, office supplies, and service providers.
• Assist with supplier registration, quotations, purchase orders, invoices, and supporting documentation.
• Ensure procurement processes comply with NACOSA policies and procedures.

Monitoring, Evaluation and Reporting

• Generate and analyse monthly reports from the LMIS database.
• Compile consolidated management reports and present findings to programme management.
• Monitor training completion and compliance with operational procedures.
• Prepare regular and ad hoc reports as required.

Stakeholder Engagement

• Maintain professional relationships with programme staff, learners, facilitators, vendors, and external stakeholders.
• Respond promptly to enquiries and provide administrative support.
• Support website shop administration and stakeholder communication processes.
• Collaborate across teams to ensure effective programme implementation.

People Management

• Provide leadership, support, and oversight to Administrative Assistants and Drivers.
• Promote a positive, high-performing, and values-driven work environment.
• Support performance management, staff development, onboarding, recruitment, and attendance management processes.
• Assist with HR-related administrative functions as required.

Ad Hoc Support

• Provide administrative support on special projects and departmental initiatives.
• Draft professional correspondence and reports.
• Act as a stand-in for colleagues or supervisors when required

Requirements

• Diploma or Degree in Office Administration, Business Management or related field
• Minimum 5 years' experience in administrative or PA roles, including team supervision
• Experience in training coordination, travel logistics, and procurement
• Exposure to structured environments (finance, HR, or operational systems)
• Experience using Learner Management Information Systems (LMIS) and online learning platforms.
• Previous experience in an NGO/NPO or public health sector (highly advantageous)
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and experience with digital systems: LMIS, Moodle, NetSuite (advantageous)
• Valid Code B driver’s license with minimum 2 years’ driving experience