Futures Group: Programme Assistant

Futures Group - Sexual HIV Prevention Programme (SHIPP)
Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Sunday, 14 December, 2014
Opportunity type: 
Employment

Job Description

Title:  Programme Assistant
Location: Pretoria, South Africa
Project: Sexual HIV Prevention Programme (SHIPP)

The Sexual HIV Prevention Programme (SHIPP) of South Africa is a USAID-funded flagship PEPFAR initiative to galvanise and support impactful combination sexual prevention activities in South Africa (SA). This initiative takes a multi-sectoral approach linking to the health, education and social development sectors targeting in and out-of-school-youth and sexually-active adults in order to help achieve the national target of 50% reduction in HIV incidence in line with the National Strategic Plan (NSP) on HIV, STIs and TB 2012 -2016.
 
SHIPP aims to promote an enabling environment for evidence-based policy and strategy at the national and provincial levels supporting a mix of targeted HIV prevention interventions at the locality level (district, sub-district or municipality). The SHIPP team provides short, medium, and long-term technical assistance and capacitation at national, provincial, and local levels. SHIPP provides assistance to the South Africa Government (SAG) to implement combination prevention activities to strengthen the national HIV/AIDS response.
 
Position Summary
 
The Programme Assistant will be required to provide executive administrative support to the Chief of Party and selected logistical support towards technical directorates.
 
Key Responsibilities:
 
Archiving the Programme Documents from the desk of the Chief of Party (COP)

  • Maintain the office filing system and project-related files, documents, and database;
  • Coordinate internal and external meetings;
  • Other duties as assigned by the COP.

Administrative support

  • Provide administrative support to the project management team;
  • Provide desk top input in preparing progress reports, technical reports, data tables, efficient minute taking;
  • Ensure that administrative documents are reviewed and approved by appropriate staff;
  • Assist the receptionist with couriers’ services; this includes dispatching and receipt of documents;
  • Develop and maintain the filing system – electronic and paper-based;
  • Compile meeting minutes and help document programmatic activities.

Workshops and meetings support

  • Coordinate project meetings, which may include internal and external participation. Schedule with all participants, prepare and distribute meeting materials, take meeting minutes, coordinate follow-up activities, etc.
  • Assist the COP to coordinate internal and external meetings;
  • Create and maintain an internal booking system for conference and meetings that link to executives;
  • Prepare internal conference rooms for meetings and make necessary catering arrangements. Ensure that relevant materials and equipment are available in the conference rooms;
  • Maintain the office calendar so that all internal office events are recorded and meeting rooms booked;
  • Print and compile training manuals and materials;
  • Provide administrative assistance at workshop/training venues.

Travel support

  • Initial preparation of expense claim forms and the organization of daily per diem allowances on behalf of the COP;
  • Work closely with Travel and events Coordinator to track domestic and international travel of project staff;
  • Ensure that travel arrangements are according to staff requirements.

Administrative support to SHIPP

  • Provide administrative support to the Chief of Party (COP) as required;
  • Coordinate internal and external meetings for COP;
  • Assist COP with responding to correspondence;
  • Assist with the filing, archiving and documenting of SHIPP knowledge aspects under the guidance of the Knowledge Manager and Quality Assurance Officer.

Qualifications and Experience

  • A relevant university or college qualification;
  • Organised and  able to communicate at all levels with professional ethics,  confidentiality  and associates professionally;
  • Able to manage multiple priorities and have worked in a fast paced environment where multi-tasking is the norm;
  • Excellent interpersonal skills both in person and by phone, with high professionalism;
  • Proficiency in MS Office Suite (Word, Excel, and PowerPoint);
  • Professional English communication skills, including writing and proof reading skills.

All applications for this position should be submitted to SHIPPHR@futuresgroup.com

Futures Group provides equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.

Closing date: 14 December 2014. 

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