Administration Support – Travel X2

Job Title:  

Administration Support – Travel X2

Purpose:  

The Administration Support provides support to ensure that all administrative tasks are handled efficiently and effectively and to coordinate different projects and Higher Health event logistics. This position reports to the Procurement and Fleet Manager. 

Department:  

  Programmes

Location:  

Head Office, Gauteng, Centurion

Main Functions:  

1. Administrative Support 
2. Efficient office management, administrative and secretarial support, including management of workflow, typing, maintaining office operating procedures, filing, minute taking, compiling correspondence for distributions. 
3. Work with the Director of Programme’s office on co-ordination of and provision of programme tasks, as assigned.
4. Schedule meetings arranging workshops, seminars and make appropriate travel and accommodation arrangements. 
5. Distribute correspondence, invites and information to stakeholders.
6. Receiving and courier of material.
7. Generating stationery orders and distribution of IEC material.
8. Maintaining inventory of the programme units IEC material. 
9. Compiling documents for internal and external meetings. 
10. Coordinate staff leave and staff work plans. 
11. Receive and compile monthly time sheets for the regional office and submit to finance department. 

Requirements:  

2. Operational Procurement

1. Request quotes from service providers, process motivations for procurement and secure approvals with relevant line managers. 
2. Arrange complex and detailed travel plans, agendas and compile documents for travel related meetings.

3. Ad hoc duties

1. Assist with any ad-hoc duties as required 
2. Assist and support National Programme Coordinator in the Director of Programmes office as needed
3. Assist and support overall the Programmes Unit Operations as needed 

Qualification

1. National Diploma in Business Administration, Social Science or equivalent

     Experience

1. At least five years administrative experience performing in a high paced environment.   
2. Experience in organizing and providing administrative assistance in an office environment.
3. Experience of handling a wide range of enquiries and in a professional manner.
4. Excellent record keeping and filling system.
5. Experience in organizing and planning events such as meetings, webinars, conferences and workshops.
6. Advanced level in written and verbal communication skills.
7. Excellent minute taking experience and ability.
8. Strong computer literacy, with proficiency in: Microsoft Office Excel, Word and Power Point and Outlook/e-mail along with strong internet-based skills including methods of online communication Teams, Zoom, Social Media Platform.