Summary
Our client is looking for a Programme Assistant to assist with event coordination, administrative and financial assistance within the ESACD project. The assistant will support the Regional Organised Crime Observatory Coordinator in all activities as per the clients’ policies and procedures. The position involves providing coordination support for a series of events, and general administrative and financial support including staff, and consultants’ travel arrangements.
Description
Overview of duties
- Support the Project focal point with financial and administrative programme planning, implementation, tracking and filing
- Organise logistical arrangements for events and programme staff including travel, accommodation, per diems, travel insurance, visa applications and airport and shuttle arrangements
- Organise event arrangements with the ENACT staff
- Travel to events to assist with preparations and logistics
- Maintain a filing system for the ENACT program, including uploading all documents on Basecamp on a regular basis
- Provide support on general administration duties as necessary, including organising internal meetings, minute-taking, responding to external enquiries, liaison with service providers, booking of services, record-keeping and filing
- Uploading programme documents to the client intranet
Education
Education:
Diploma in Business Administration, Secretarial Studies, or Office Administration.
Overview of requirements
- A diploma in business administration, secretarial studies/office administration At least 3 years’ experience in event coordination
- At least 3 years’ experience in the field of financial and programme administration
- Excellent written and verbal communication skills in English.
- Strong organising skills, including speed, efficiency and attention to detail
- Ability to work independently, multi-task in an efficient and calm manner
- Ability to work in a team
- Strong people skills and a highly professional approach, preferably in the NGO and development sector
- Ability to work with a diverse range of people
- Proven competence in MS Office and knowledge of Excel
More Details on Experience
- Experience:
Minimum 3 years in both event coordination and programme/financial administration. -
Sector Knowledge (Preferred):
Experience in NGOs, international development, or similar sectors is beneficial.
More Details on Skills
- Event Coordination:
Experience planning and executing logistics for events (e.g., travel, accommodation, venue booking, on-site support). -
Financial and Programme Administration:
Familiarity with budgeting, tracking expenses, managing per diems, and organizing financial documentation. -
Administrative Support:
Scheduling meetings, minute-taking, handling inquiries, filing, and working with consultants/service providers. -
Document Management:
Experience with systems like Basecamp or similar project management tools, and uploading/storing documents on an intranet. -
MS Office Proficiency:
Especially Excel for tracking and financial tasks, and Word/Outlook for communication and reporting.
Terms And Conditions
The contract will be until 31 October 2025 and may be renewed subject to programme requirements, funding and satisfactory performance. A competitive salary is offered.
Applicants must provide a cover letter and detailed CV, including at least three contactable referees. Only short-listed candidates will be contacted.
The client is committed to achieving employment equity in the workplace. Female applicants are especially encouraged to apply.
Applications must be received on or before 5th May 2025.