To be considered for this position candidates must have legal authority to live and work in South Africa.
PATH is an international organization that drives transformative innovation to save lives and improve health, especially among women and children. We accelerate innovation across five platforms—vaccines, drugs, diagnostics, devices, and system and service innovations—that harness our entrepreneurial insight, scientific and public health expertise, and passion for health equity. By mobilizing partners around the world, we take innovation to scale, working alongside countries primarily in Africa and Asia to tackle their greatest health needs. Together, we deliver measurable results that disrupt the cycle of poor health.
PATH's South Africa Country Program seeks a Program Administrative Assistance to provide administrative support to the staff in Johannesburg. Duties and responsibilities will include (but not limited to):
Administration:
- Provides administrative support (donor experience, exposure to policies, program awareness) administrative support to the Johannesburg office staff
- Establishes and maintains process filing system.
- Plans, coordinates, and prepares the production and distribution of large documents.
- Provides support during the development of proposals to include research with minimal supervision.
- Monitors, sorts, and distributes mail, incoming faxes, and fax outgoing mail.
- Responsible for control and reconciliation of Petty Cash.
- Coordinates regular team meetings and conferences to include room scheduling and audio/video conference components.
- Ability to coordinate activities within country programs.
- Drafts, formats, and proof correspondences.
- Drafts minutes of team meetings.
- Assists in development and maintenance of information management systems.
Travel and Meeting Planning:
- Plan travel for staff as needed.
- Assist in preparation of Travel Documents for Staff
- Handle all communication with travel team, external and internal contacts, travel accounting, and reports team to ensure all travel arrangements are made and any post-travel invoicing is completed.
- Coordinate meeting schedules.
- Coordinate arrangements for guests, conferences, workshops, meetings, and other events as requested.
- Plan retreats, workshops, and meetings upon request.
Communications:
- Help team as needed with graphics, layout, design, and production of project documents.
- Coordinate review, printing, and translations.
- Produce documents by contributing layout, copyediting, graphics, and creating PDFs.
- Contribute to program promotion materials, reports, and proposals.
- Provide final proofreading as needed.
- Support development of project websites as needed.
Finance and Administration:
- Provide general support for financial administration as requested.
- Responsible for procurement of equipment and supplies
- Strong computer skills (demonstrated proficiency) using MS Office 2003 Suite: Word, Excel, PowerPoint and Access.
- Proficiency and familiarity with the Internet (MS Outlook).
- Excellent oral and written communication skills in English.
- Demonstrated effectiveness producing accurate work with attention to detail; even while under deadline pressure.
- Ability to prioritize work.
- Strong organizational and interpersonal skills.
- Commitment to excellent customer service.
- Fluent in a variety of South African languages is advantageous
- Proven success establishing effective working relationships with employees at all levels of the organization, with collaborating partners, and with representatives of donor agencies and government ministries.
- Flexible, detail oriented, organized, adaptable to changing priorities, and able to take the initiative and to meet strict deadlines.
- Experience in copying, faxing and filing (office and clerical work skills).
- Detail oriented, organized, self-motivated, and able to work efficiently and independently, especially on routine tasks and under pressure and flexible/adaptable to changing priorities.
- Strong interpersonal skills.
- Experience of working in teams with minimum supervision.
- Experience working with international organizations is a plus.
A tertiary qualification in related field, plus a minimum of 4 years of experience directly related to administrative support including office technology such as: PABX phone systems, copying, scanning, faxing, and filing; or an equivalent combination of education and experience.
PATH is dedicated to diversity and is an equal opportunity employer.
