Administrative Assistant at Nacosa

Full Job Description


Originally established as a convention to unite organizations addressing HIV, NACOSA now provides services and disburses funds to tackle HIV, TB, and GBV as public health threats. We operate at national, provincial, local, and community levels, striving to embody the spirit of NACOSA in every interaction and task. We uphold a zero-tolerance policy for sexual exploitation, abuse, harassment (SEAH), and related abuses of power, committed to protecting our staff and service recipients from such misconduct.

Our Values:

  • We recognize and respect the agency, dignity, and strength of communities and individuals.
  • We are connected to and grounded in communities.
  • We value and embrace inclusion, diversity, and transformation.
  • We prioritize people.

Duties and Responsibilities of the Administrative Assistant:

  • Provide daily office support and administrative assistance to the Programme Specialist and programme team.
  • Assist with procurement administration, including obtaining quotes from suppliers for programme-related services and submitting invoices to finance.
  • Transport supplies, equipment, and documents as needed.
  • Assist with locating venues for implementation sessions within selected communities.
  • Maintain a logbook register (e.g., refreshments for participants, airtime/data disbursement to the programme team).
  • Develop and maintain a network of external contacts.
  • Liaise with third parties (e.g., caterers, venues) as required.
  • Assemble materials (e.g., stationery, printing) for meetings and trainings.
  • Manage and file documents, including electronic filing in a central database.
  • Maintain office supplies and equipment inventory.
  • Keep administrative records, including meeting minutes and reports.
  • Maintain the programme team’s calendar of events, key meetings, and training schedule.
  • Monitor the supply chain for key commodities for programme interventions.
  • Perform ad-hoc duties as required by the project.

Required Qualifications, Skills, and Experience:

  • Matric certificate or equivalent NQF qualification.
  • An Office/Business Administration Certificate or Diploma is highly advantageous.
  • At least 2 years of experience in an administrative or personal assistant role.
  • Strong computer skills (Excel, Word, PowerPoint, Email, Internet).
  • Experience arranging flight bookings, finance admin, procurement, and training logistics.
  • Proficient in spoken and written English, able to communicate effectively with all levels of staff and clients.
  • Experience in the NGO/NPO field is advantageous.
  • Strong attention to detail and organizational skills.
  • Valid driver’s license and own vehicle.

Personal Competencies:

  • Excellent interpersonal relations and professional customer service orientation.
  • Ability to multi-task, prioritize effectively, and work under pressure.
  • Attention to detail.
  • Strong organizational and problem-solving skills.

Please Note:

Preference will be given to suitably qualified applicants from designated groups in line with NACOSA’s employment equity plan and targets. We also encourage people with disabilities to apply. NACOSA adheres to Employment Equity principles and encourages candidates with disabilities to apply, with an indication in this regard appreciated.

If you do not hear from us within two weeks of the closing date, please consider your application unsuccessful. NACOSA reserves the right to amend or withdraw advertisements at any time without notification. We respect the privacy of our stakeholders and will treat all personal information provided in line with our recruitment policy and the Protection of Personal Information Act.

As part of our hiring process, NACOSA will inquire during reference checks about any findings of sexual exploitation, abuse, harassment, or other forms of misconduct regarding job applicants’ reference persons.

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