Apr 13, 2018
VACANCY - ADMINISTRATIVE ASSISTANT Featured
Pact Swaziland is implementing an adolescent impact mitigation, HIV prevention, and civil society capacity strengthening program in Swaziland funded through the United States Government/ PEPFAR program. The program will ensure that targeted adolescents are healthy, resilient and living in an environment where families, communities, and civil society promote their optimal care, protection, and well-being. This position is based in Mbabane. Administrative Assistant • Plan, organize, and coordinate the overall operational activities of the office. • Handle procurement processes and issuance of Purchase Orders • Ensure that the office activities are implemented in accordance with the agreed upon and approved procedures, principles, and operational guidelines. • Organize and maintain paper and electronic files. • Plan and schedule meetings, appointments, functions, and conference calls and take minutes as requested. • Prepare training documents and folders as requested. • See to the provision of kitchen and office supplies for staff. • Receive CVs of prospective candidates, set up interview appointments with candidates and file all correspondence as it relates to the interview process. • Coordinate work permit process for expat staff and filing of documentation. • Manage office phones lines and ensure that all calls are promptly answered in a polite and professional manner and ensure front desk (door/phone) coverage at all times. • Receive visitors to Pact in a friendly and polite manner. • Ensure that Pact's rental agreement is properly maintained and amended where necessary. • Regularly review and renew office machine rental agreements as needed. • Maintaining lease agreement files and keeping these agreements in a safe place for reference purposes. • Track all equipment maintenance agreements and ensure that contracts are renewed timorously. • Liaise with the landlord and building manager to ensure that the building is maintained to ensure a conducive working environment. • Secure bookings for Pact Swaziland visitors and confirm all travel arrangements and bookings prior to traveler's arrival. Required Experience • Diploma in Business Management/Operations or equivalent qualification. • Administration, procurement and accounting experience required. • Ability to work independently, takes initiative, and manages a variety of activities concurrently. • A strong team player with interpersonal skills and the ability to work in a fast-paced environment. • Fluency in siSwati and English required. Salary: Compensation commensurate with experience and qualifications. All candidates must meet the minimum qualifications to apply. Applicants are invited to submit their applications via email including a resume, cover letter, references and salary history to: swazirecruit@Poactworld.org The deadline is April 28, 2018. Please be advised that only short listed candidates will be contacted.
Southern Africa Regional Swaziland Full time