Apr 13, 2018

VACANCY - ADMINISTRATIVE ASSISTANT

  • Southern Africa Regional
  • Swaziland
Full time Other

Job Description

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.


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