Programme Administrator

Job Description

The HSRC is seeking a highly experienced and efficient Programme Administrator for a 24-month contract. This role, based in the Research Impact Division, focuses on implementing evidence-based interventions to address youth unemployment. The successful candidate will play a pivotal role in the External Capacity Development & Internships Unit, managing and coordinating various administrative tasks, events, and communications to ensure the smooth operation of the program.

Requirements

• A degree in either Business Administration, Communications, Project Management or Office Administration
• A minimum of 2 years' experience as an Administrator or Programme Administrator/Coordinator.
• Advanced computer skills and accurate typing
• Proven senior-level administration, including diary and travel management;
• Excellent writing skills and precise use of English grammar, spelling and punctuation and ability to write good quality minutes;
• Well-developed interpersonal and communication skills to interface with, among others, representatives of government, funders, business partners, research staff and administrative colleagues and service providers;
• Confident and prompt planning, scheduling and organisational abilities;
• Sound office management, maintenance, procurement, administration and record-keeping skills;
• Media and communication skills, including the development of newsletters, social media posts, and formatting of reports.
• A Valid driver’s license will be advantageous

Responsibilities

• Organising internal and external meetings, workshops, exhibitions and conferences;
• Preparation of correspondence on behalf of the unit, including memos, letters and emails;
• Email management and ensuring adequate follow-ups are done;
• To be responsible for the diary, including arranging complex travel arrangements, scheduling of recurring routine meetings, planning and preparations of events, and working in collaboration with the entire Division
• Preparation of documents and agendas for meetings in consultation with the Director and Managers;
• Minute taking and notes for unit meetings and with the Director;
• Management of filing systems and documents register;
• Planning and coordination of events, including workshops, institutional visits, exhibitions, and conferences.
• Compilation and tracking of the events calendar for the programme.
• Sources of venues for meetings, lekgotlas and workshops with stakeholders.
• Procurement of essentials including stationery, branding material, office refreshments, equipment and related consumables.
• Procurement of reasonable accommodation support for interns with disabilities and the recording thereof.
• Processing of travel claims, per diems, advances for staff and short-term payment forms.
• Coordination of travel and accommodation logistics for the team.
• Assisting with recruitment of staff, onboarding forms, tools of trade and personnel records filing.
• Setting up meetings for the team, management team, including drafting of agenda, minutes and action items.
• Assisting with the compilation of reports, including quarterly narrative reports for submission to funders.
• Monitoring of unit scorecard and LeaPPTS targets to ensure adequate capturing and reporting.
• Management of stationery inventory and team assets management
• Primary liaison for all ECDI activities and events.;
• Development of media content for newsletters, report formatting, and social media platforms, as well as the web online platform, would be an added advantage.
• Any other general administrative and secretarial support.