Key duties and responsibilities
Administration

Assist in consolidation & preparations of routine reports, presentations, editing and proof-reading documents prior to submission
Schedule routine internal meetings with the Capricorn district management team, TAs and relevant head office teams. Send out relevant communication and coordinate all logistics and admin related to these
Take minutes of all meetings attended and keep record thereof; share these with relevant stakeholders
Compile consolidated databases of Anova Capricorn contact list, staff allocation, implementation coverage at sites etc. as requested by Chief of Party, Programme Manager & Deputy Programme Manager
Create and maintain database of induction and orientation information for the Anova Capricorn 
Support the Chief of Party, Programme Manager & Deputy Programme Manager in all areas of administration
Ensure that all project related documents are maintained in accordance with Anova’s standard filing system
Adhoc administration as requested by the Chief of Party, Programme Manager & Deputy Programme Manager

  Stakeholder relations

Receive and welcome visitors for the Chief of Party, Programme Manager & Deputy programme manager
Coordinate workshops/trainings/meetings/functions with various individuals and/or organisations both internally and externally from time to time
Adhoc procurement of equipment & other resources and follow up on orders
Arrange for payment of suppliers
Manage the filing of purchase orders and tax invoices

 Communication

Handle correspondence (physical and electronic) to the office of the Chief of Party, Programme Manager & Deputy Programme Manager
Establish and maintain effective and efficient communication with all stakeholders, including administrative and professional staff throughout the project
Take minutes during meetings and keep record thereof
Distribute minutes of the meetings to all relevant stakeholders and keep record thereof
Schedule regular meetings and record decisions (e.g. assigned tasks and next steps)
Break projects into doable tasks and set timeframes and goals
Prepare and provide documentation to internal teams and key stakeholder
Act as the point of contact on behalf of Chief of Party, Programme Manager & Deputy Programme Manager

 General

Provide holistic support in overall project management admin functions
Order resources, e.g.  equipment and software
Retrieve necessary information (e.g. user/client requirements and relevant case studies)
Track expenses and predict future costs, as requested
Monitor project progress and address potential issues
Coordinate quality controls to ensure deliverables meet requirements
Ensure a clean, secure, well-maintained work environment
Engage in work travel as and when required
Perform other HR related queries as requested by Chief of Party, Programme Manager & Deputy Programme Manager e.g. leave planning schedules, monthly timesheets, termination docs
Source relevant service providers/supplies needed to support project implementation

 Essential qualifications and experience

Matric + Diploma in Office Management or equivalent
Minimum of 3 years admin/project administration/secretarial work experience
Project management training or experience an advantage
Experience in funded programmes/projects an advantage, especially in Health or HIV/AIDS related sector
Excellent verbal or written communication skills
Intermediate to advanced computer literary (MS Office package including Outlook)Organized and detail-oriented

Application email or URL: http://anovahealth.simplify.hr