FIXED TERM CONTRACT VACANCY June 2021 – September 2021 R7 000 p.m. Assistant Programme and Logistics Administrator: HIV Prevention Programme The AIDS Foundation of South Africa (AFSA) is a Durban-based NGO that acts as an interface between Donors and Community Based Organisations (CBO’s) working in the HIV/AIDS sector by placing donor funds with strategically selected CBOs, in South Africa, and providing them with ongoing, technical support & capacity building. The HIV Prevention Department is made up of a number of programmes that collectively aim to collective prevent the evolution of the HIV epidemic in South Africa. See the AFSA website for more information of each of the programmes (https://www.aids.org.za/programme/hiv-combination-prevention-programme/). AFSA wishes to appoint a suitably qualified individual to fill the role of Assistant Programme and Logistics Administrator in Durban. Purpose of job:  Assistant Programme and Logistics Administrator is required to support the HIV Prevention Programme Administration teams based in AFSA’s Head Office, Satellite Offices as well as other programme partners. Further duties will entail maintaining records and databases related to the programme. The Administrator may also be required to take meeting minutes and related administration support to the programme manager. Roles and responsibilities include but are not limited to:  Carry out the Department’s administrative functions e.g. faxing, typing of minutes and related documents, filing and support the team members with related administrative needs  Disseminate information and notices to partner organisations and staff members  Updating the programme expenditure schedule and report to ensure close to accurate budget monitoring/ tracking  Creating and maintaining a Departmental database for beneficiaries of interventions  Liaise with the HIV Prevention Team regarding all logistical issues  Send reminders to programme partners regarding capturing / submission of reports and any other information required (TBC)  Send reminders to the HIV Prevention Team regarding submission of work plans, timesheets, receipts/cash recons and site visit reports  Liaise with Finance Department regarding payments to suppliers, contractors and service providers  Assist the team with the organisation of workshops and conferences by arranging bookings, venues, accommodation, stationary, transport and any other related logistical matter  Process procurement requests as per AFSA procedures  Liaise procurement section and suppliers/service providers  Liaise with suppliers for quotations and confirmation of purchase orders  Assist SRHR / SRAN Members and sub grantees with procurement of services for programme implementation  Liaise with relevant agencies and service providers for logistics and travel arrangements for SRHR team Minimum requirements  National Senior Certificate, A-Levels and or Grade 12 equivalent. Post-Matric training / qualification will be an added advantage.  Experience with administration and logistics  Experience working on Pastel Evolution for procurement requisitions and purchase order generation essential  Experience in working with stakeholders and service providers  Excellent written communication  Advanced skill in Excel or similar  Ability to plan and organise time effectively  Proven ability to communicate effectively both verbally and in written form  Previous work experience in similar position  Planning and Time management  Decision making / Problem Solving  Team working skills Interested persons need to submit a brief CV, along with cover letter and copies of certificates and ID with the reference “Assistant Programme and Logistics Administrator” in the subject line via email to [email protected] no later than 15/06/2021. Please note that applications received after this date or with missing information will not be considered. Alternatively you may apply directly on our website at https://www.aids.org.za/vacancies/ Only shortlisted candidates will be contacted – should you not hear from us two weeks after closing date, you may consider your application unsuccessful. AFSA reserves the right not to make an appointment and/or to extend the closing date in order to facilitate further searches. AFSA is an equal opportunity employer. We particularly encourage applications from people living with HIV and AIDS (PLWHA), people living with disabilities, women and previously disadvantaged people.

Job Description

FIXED TERM CONTRACT VACANCY
June 2021 – September 2021
R7 000 p.m.

The AIDS Foundation of South Africa (AFSA) is a Durban-based NGO that acts as an interface between Donors and Community Based Organisations (CBO’s) working in the HIV/AIDS sector by placing donor funds with strategically selected CBOs, in South Africa, and providing them with ongoing, technical support & capacity building.

The HIV Prevention Department is made up of a number of programmes that collectively aim to collective prevent the evolution of the HIV epidemic in South Africa. See the AFSA website for more information of each of the programmes. AFSA wishes to appoint a suitably qualified individual to fill the role of Assistant Programme and Logistics Administrator in Durban.

Purpose of job:

  • Assistant Programme and Logistics Administrator is required to support the HIV Prevention Programme Administration teams based in AFSA’s Head Office, Satellite Offices as well as other programme partners. Further duties will entail maintaining records and databases related to the programme. The Administrator may also be required to take meeting minutes and related administration support to the programme manager.

Roles and responsibilities include but are not limited to:

  • Carry out the Department’s administrative functions e.g. faxing, typing of minutes and related documents, filing and support the team members with related administrative needs
  • Disseminate information and notices to partner organisations and staff members
  • Updating the programme expenditure schedule and report to ensure close to accurate budget monitoring/ tracking
  • Creating and maintaining a Departmental database for beneficiaries of interventions
  • Liaise with the HIV Prevention Team regarding all logistical issues
  • Send reminders to programme partners regarding capturing / submission of reports and any other information required (TBC)
  • Send reminders to the HIV Prevention Team regarding submission of work plans, timesheets, receipts/cash recons and site visit reports
  • Liaise with Finance Department regarding payments to suppliers, contractors and service providers
  • Assist the team with the organisation of workshops and conferences by arranging bookings, venues, accommodation, stationary, transport and any other related logistical matter
  • Process procurement requests as per AFSA procedures
  • Liaise procurement section and suppliers/service providers
  • Liaise with suppliers for quotations and confirmation of purchase orders
  • Assist SRHR / SRAN Members and sub grantees with procurement of services for programme implementation
  • Liaise with relevant agencies and service providers for logistics and travel arrangements for SRHR team

Minimum requirements

  • National Senior Certificate, A-Levels and or Grade 12 equivalent. Post-Matric training / qualification will be an added advantage.
  • Experience with administration and logistics
  • Experience working on Pastel Evolution for procurement requisitions and purchase order generation essential
  • Experience in working with stakeholders and service providers
  • Excellent written communication
  • Advanced skill in Excel or similar
  • Ability to plan and organise time effectively
  • Proven ability to communicate effectively both verbally and in written form
  • Previous work experience in similar position
  • Planning and Time management
  • Decision making / Problem Solving
  • Team working skills

Interested persons need to submit a brief CV, along with cover letter and copies of certificates and ID with the reference “Assistant Programme and Logistics Administrator” in the subject line via email to [email protected] no later than 15/06/2021. Please note that applications received after this date or with missing information will not be considered. Alternatively you may apply directly on our website using the form below.

Only shortlisted candidates will be contacted – should you not hear from us two weeks after closing date, you may consider your application unsuccessful. AFSA reserves the right not to make an appointment and/or to extend the closing date in order to facilitate further searches.

AFSA is an equal opportunity employer. We particularly encourage applications from people living with HIV and AIDS (PLWHA), people living with disabilities, women and previously disadvantaged people.

Application Form

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