Project Assistant | Engagement at Panagora Group

Position Rationale 

Panagora seeks a Project Assistant to support engagement activities for TSS as we support USAID and their implementing partners. TSS provides in-person, virtual, and hybrid events and meeting support, including team retreats, internal and external meetings, and technical workshops. This includes planning and preparation (program design, resourcing, procurement, preparing materials); event and meeting support (facilitation, events coordination, synthesizing knowledge, triaging challenges, liaising with providers, and administering in-person, hybrid and virtual-only collaboration platforms); and follow-up and reporting (meeting notes, satisfaction surveys). TSS also provides over 800 square meters of centrally located meeting/event and co-working space for use by USAID, implementing partners, and other key stakeholders in Pretoria, South Africa (called The Collaboration & Learning Hub). The Project Assistant will work closely with the Project Officer: Engagement, and the Senior Project Officer: Engagement, Learning & Adapting (Team Lead) as well as the Operations and Finance teams to ensure that the Collaboration & Learning Hub meets world-class standards.  

Primary Responsibilities

• Process event and virtual conferencing requests and meticulously maintain the event calendar and tracker. 
• Process ground transport requests, liaise with the Operations team. 
• Maintain a database of venue and services for off-site engagements. 
• Provide input to event plans (e.g. venue and activity options and costs). 
• Provide input to reports (e.g. attendance figures and evaluation data). 
• ​Procure resources for events (e.g. venues, supplies, and activity providers). 
• Support project management for events, utilizing platforms like Monday.com for checklists and plans, ensuring completion by the team. 
• Set up and administer virtual calls using Zoom, Google Meet, and/or Microsoft Teams. 
• Coordinate in-person events, overseeing preparations (e.g., name tags, attendance registers, COVID screening tools, printing), setting up on the day, conducting checks, engaging with client and venue staff, and effectively triaging any challenges. 
• Ensure that the designated space is maintained in impeccable condition, consistently presenting a welcoming and professional environment for participants. 
• Conduct regular checks and inspections to guarantee that all facilities, including meeting rooms, common areas, and restrooms, meet the highest standards of cleanliness and organization. 
• Monitor consumables inventory to ensure an ample supply of event snacks and refreshments for participants. 
• Proactively identify areas for improvement in site management processes and implement enhancements to elevate the overall participant experience. 
• Maintain a weekly schedule of support tasks for the operations team related to successful execution of events at the Collaboration & learning Hub. 

Requirements

• Diploma and/or equivalent relevant experience in any field. 
• At least one year of experience in administrative support to field-based international programs. 
• Passion for public health and social development. 
• Ability to work independently and take initiative. 
• Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality. 
• Strong office and organizational skills. 
• Demonstrated ability to work as an effective team member in a complex and fast paced environment. 
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants. 
• Demonstrated ability in computer skills for word processing, databases, spreadsheets, and presentations (Microsoft Office applications preferred); and ability to learn new software packages. 
• Proficiency with Microsoft Office and SharePoint, Google Workspace, Monday.com, and Slack