Programme Administrator at NACOSA

Description

• NACOSA is looking for a highly organised, proactive and detail-oriented Programme Administrator to provide comprehensive administrative and logistical support to the SEF Project.
• The successful candidate will play a key role in ensuring the smooth implementation of programme activities by coordinating meetings, training events, procurement, finance administration, travel arrangements, records management and day-to-day programme logistics.

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

• Prepare and coordinate meetings, training events, workshops, and functions (invites, venues, catering, attendance registers, minutes, agendas, logistics).
• Arrange travel for external attendees (flights, car hire, accommodation).
• Capture and maintain training records on LMIS, manage filing systems, and ensure accurate record-keeping.
• Handle correspondence, distribute documents, and support general admin tasks (photocopies, audits, etc.).
• Welcome visitors, assist with reception duties, and ensure facilities are neat and presentable; report faulty equipment.
• Support finance processes: prepare payment packs, reconcile spend, manage petty cash/credit card use, and track payments.
• Assist procurement (stationery, programme materials, consumables, service providers), including supplier registration, quotes, orders, invoices, and delivery notes.
• Manage logistics and stock (storage, distribution, stock levels, packing, reconciliation, stock takes).
• Engage with partners and vendors professionally to support programme implementation.
• Support team members, mentoring, HR processes, and performance management where applicable.
• Perform ad hoc tasks and stand in for colleagues or supervisors when required.

Requirements

• Matric certificate or equivalent qualification.
• Office/Business Administration Certificate or Diploma required.
• Proficiency in English and one other South African language (African language advantageous).
• Code B driver’s license with no endorsements; at least 2 years’ driving experience highly advantageous.
• Minimum of 5 years’ administrative and/or personal assistant experience.
• Experience with event logistics, organising meetings, functions, and training sessions.
• Knowledge of structured environments with procedural guidelines (e.g., finance policies, systems).
• Experience developing online training programmes.
• Background in NGO/NPO work, with understanding of healthcare, GBV, or social employability programmes.
• Valid drivers licence

Personal Competencies

• Good written and verbal communication skills.
• Proficiency in Microsoft Office Suite with strong computer skills.
• Good time management, planning, organising, and prioritisation abilities.
• Achievement orientation with attention to detail and accuracy.
• Flexibility, adaptability, and organisational commitment.
• Strong information-seeking mindset and willingness to learn.