Job ID

2024-6675

Location

ZA-Centurion

Category

Global

Employment Status

Full-Time

The Admininistration Assistant is responsible for providing general administrative support to the office to ensure smooth operations and efficient workflows. General tasks include meeting and event administration (setting meeting dates, collating and issuing agendas and papers, arranging venues and catering), ensuring that all filing, both paper and electronic, complies with organizational standards, overseeing reception duties, processing travel requests, supporting fleet management activities and providing day-to-day administration for the office (drafting letters, ordering all office supplies – refreshments, stationary) and keeping track of assets and administer the asset management system. The role requires a candidate with strong organizational skills, attention to detail, and the ability to work independently and under pressure.

The Receptioln and Administration Assistant Position is a Full Time Fixed-Term role ending on 30 September 2025 and may be renewable subject to funding availability and ongoing needs of the organisation. The position will operate from the Jhpiego South Africa Office in Pretoria.

• Perform Receptionist Duties - Act as the first point of contact for any visitors or callers to the Jhpiego office and ensure a rapid, cordial and professional reception service, and maintain a neat, tidy and professional reception area.
• Maintain office supplies and ensure supplies are replenished timeously.
• Manage and maintain a simple but effective administrative system for the office.
• Maintain oversight and ensure timely payments of invoices related to office, administration and facilities management.
• Process travel requests from staff including assisting with ATAR’s, itineraries, visas, flights, shuttles, hotel, as may be requested in liaison with the Snr Admin & Ops Officer.
• Fleet Management – ensure all logbooks, fuel & toll slips are sent in timeously to reconcile the fuel account monthly.
• Assist staff with Accident or Incident Reports as needed
• Organise and schedule meetings including contacting individuals, booking rooms, catering arrangements, preparation of meeting materials and parking for guests.
• Organise special events as required. This includes invitations, RSVP’s, facility bookings, catering, purchase requisitions as needed, audio visual, collaboration with other staff/departments/external contacts, preparation of materials for event, verifying facility contracts and follow-up work as needed.
• Support procurement processes as necessary.
• Ensure delivery and pick-up/receipt of supplies/orders as needed, occasionally outside of business hours.
• Petty Cash management – ensuring all payments are recorded and documentation is completed and reconciled timeously.
• Assist all departments with requests for stationery or office related matters, including ordering as required.

• Matric / Grade 12
• 3+ years administration experience
• At least 2 full years as a receptionist
• Proficiency in Microsoft Office software applications
• Proven understanding and familiarity with systems and structure of a complex, fast-moving office environment
• Ability to effectively manage several major activities simultaneously under pressure
• Strong organizational and time management skills.
• Strong interpersonal, writing, and oral communication in English
• Ability to work independently in an unstructured environment as well as within a team
• Ability to travel domestically as needed, with possible but infrequent travel to international Jhpiego offices

• Oral communication in one or more local languages
• Experience working in donor-funded NGO’s and global organisations

Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.

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Please report any suspicious communications to Info@jhpiego.org