Description


To manage and coordinate all administrative functions and staff-related activities within the Department as well as establish and maintain appropriate recording and reporting systems within the Department.


Technical Work Responsibilities


Coordinate and execute office administration
Coordinate the planning of events
Coordinate financial and procurement activities, and related tasks
Coordinate the visitors programme
Liaise with external and internal stakeholders
Supervision of subordinates.


Duties:


Coordinate, collaborate and liaise with all internal and external stakeholders when necessary towards the achievement of Company goals
Provide support and assistance to all Company staff
Liaise with all relevant stakeholders to advertise and organise successful training events in the training and communications sub-divisions
Prioritise all administrative functions and their timely and accurate completion
Develop and implement appropriate administrative systems within the Company
Develop and implement appropriate recording and reporting systems with the Company
Develop, maintain and distribute the work calendar to all relevant stakeholders and Company personnel
Coordination of meetings, booking of boardrooms, taking of minutes and distribution of minutes
Draw reports on a weekly and monthly basis and when a special request is raised
Compilation, printing and distribution of communications, materials and tools
Liaise with ICT to confirm content on the intranet and internet are developed and maintained
Support management with administrative functions
Assist in organising events within the Company including administrative functions, communication and implementation
Coordinate all travel and related reimbursements for the Company and stakeholders 
Manage the petty cash of the Company
Oversee and coordinate all procurement and invoicing processes
Obtain and compare quotes for cost effectiveness
Familiar with Global Fund and PEPFAR/USAID/CDC procurement policies and regulations
Liaison with visitors (Funders, International Visitors, Monitors, Stakeholders etc.)
Draw up visitor programmes/itineraries
Coordinate travel arrangements, transport and accommodation
Coordinate and supervise administrators in the Company directly and indirectly through planning, scheduling, evaluating and feedback
Oversee that appointed sub-ordinates are developed in the best administrative practices and the use of the intranet
Comply with all safety policies, practices and procedures according to prescribed legislation
Report all unsafe activities to Senior Management/Human Resources
Participate in proactive team efforts to achieve departmental and company goals


Requirements

Education


Grade 12
Appropriate Post Matric Qualification


Advantageous


Relevant Degree/Advanced Diploma in Communication or Business Administration
Diploma/Degree in Finance, Accounting or Bookkeeping


Experience


2 years’ experience in a Senior Administrator/Coordinator/Communications Officer position
5 years’ administration experience
2 years’ experience in managing people and/or projects


Requirements


Understanding of HIV/Aids and TB
Valid Driver’s Licence
Own Vehicle
Advanced computer and software skills including electronic mail, record keeping, routine database activity, Word, EXCEL, PowerPoint etc.
Minimal overnight travel (up to 10%) by land and/or air
Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals
Ability to write routine reports and correspondence
Ability to speak effectively before groups of external stakeholders or employees
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form
Ability to deal with problems involving several concrete variables in standardized situations.