Website Hivos Southern Africa
People Unlimited
Under the direction of the Program Manager, the Program Assistant (PA) provides operational and administrative assistance to the Regional SRHR Program team, performs a variety of administrative, coordination and logistical services in support of the operations of the program, and assists with information management and assist in resolving day to day operational logistical support.
The PA will facilitate regular overviews for monitoring contracting, fundraising and reporting and act as the lead resource person for Hivos quality management, ISO policies and the Hivos information management system (All Solutions, project management systems).
Your responsibilities
Operations and administration (25% of time)
Coordinate and manage the team and program’s calendar of activities.
Maintain confidential records for the program;
Act as main contact person for contractors, vendors and other service providers
Acknowledge receipt of correspondence and documentation in the absence of Program Manager or program staff, and draft preliminary versions of correspondence to be signed by the Program Manager or relevant program staff;
Develop and maintain an efficient filing system for the team, including assistance in processing calls for proposals as required;
Maintain a tracking system of responses to proposals;
Maintain and update team’s databases and mailing lists using the Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook Exchanger
Organize regular team meetings and conference calls/video-conferences, including the preparation and distribution of documents and providing the necessary technical devices;
Take minutes of regular team meetings and other meetings as required;
Organizes and keeps track of meetings (minutes and tracking of items), maintains and applies department agenda and planning, organises periodic and one-off events
Liaise with Regional and Global Office staff as required, and provide assistance to Regional and Global Office staff when visiting local office;
Assist in the orientation of new staff, interns, volunteers and consultants by providing them with the necessary documents and materials for orientation;
Management of Information Systems (MIS) (25 % of time)
All Solutions Key user (Project side) responsible for training and support of users
Exercises a line control function by checking all projects data and information ensuring:Compliance with ISO procedures
Consistency of data and information between Osiris and contracts
MIS overviews are counter-checked for consistence and accuracy
Ensuring all reporting and/or submission deadlines are met
Maintains program administration database such that:Program and project records are complete and correct
Reminders and pre-reminders are sent out to partners
The budget estimates accompanying program and project proposals are checked and assessed
Ensuring timely registration of own project costs through the settlement process
Generate or extract relevant reports from the MIS to inform management decisions
Initiate project closures after ensuring that all obligations are met
Financial Management (20% of time)
Manage the program petty cash with support from the GFO
Bookkeeping and ensure all required cash flow reports are finalised and submitted in a timely manner;
Maintaining an overview of finances of the office;
Procure office and program needs as per organization manual;
Records the Regional Office financial commitments (contractual & planned) to partner organizations such that:Payments are made and recorded correctly and in good time
Budget control can be performed on the basis of periodic information
Initiation and control of program administration audit can be made
Portfolio Management Support (15% of time)
Supports portfolio management such that:
Contracts conform to project management (ISO) requirements
All relevant contract steps are fulfilled (including assessments)
The payment process is prepared and administered in compliance with contractual conditions
Regular MIS overviews are made available for planning, review and reporting purposes (Contracting, spending, fundraising and report submission and assessment overviews
Coordination of events and logistics (10 % of time)
Assist with training, workshop and meeting logistics and other preparations
Liaises with relevant regional office staff and other outside agencies regarding venue, travel, hotels, and with catering services staff for provision, room organization and logistics
Coordinates and disseminates all internal and external material, including publicity and background documents for program events;
Prepares workshop kits or information packages and sends material to participants in a timely manner
Resource Mobilisation and Fundraising (5% of time)
Manage and update the donor data base
Contribute to design and development of project proposals
Support the preparation and compilation of all funding application documents
Your profile
Minimum of 5 years’ experience in a finance and administrative role
Degree in Business Studies/Administration or equivalent
Familiar with working with financial administrative systems
High level computer literacy in Microsoft Office and accounting software
Must be fluent in English and be able to communicate effectively
Experience working in a Non-Governmental Organization environment
High energy, self-motivated, independent worker who is highly organized, results oriented and deadline driven
Friendly, professional mannerism in dealing with the public both face to face and telephonically
Accuracy and confidentiality
Creative and flexible approach to work, and ability to work well independently and within a team
Ability to work under pressure in a multi-cultural environment.
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