Administrative Assistant at NACOSA

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.
• Maintain programme team calendar of events, key meetings, training calendar.
• Supply chain monitoring of key commodities for programme interventions.
• Assist with locating venues for staff trainings and meetings when required.
• Assist with keeping a logbook register (refreshments being disbursed to participants, disbursement of airtime or data to the programme team).
• Assist with reconciling of payments to ensure catering costs correspond with registers.
• 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.
• Ad-hoc duties as required by the project.

Requirements

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.