Consultant, Office Operations and Administration

Overview:

Consultant needed to assist with start-up activities to establish office and program infrastructure in South Africa. This  opporutnity will be based in the KZN Province and will last a period of 3 months.  Only candidates with South African work authorization will be considered.

Responsibilities:

  • Facilitate the identification and set-up of an office space including identifying office space that meets Jhpiego’s safety, space, parking, and infrastructure requirements
  • Initiate tasks to support office opening; including establishment of telephone and internet systems, procurement of office furniture, computers, office equipment and supplies, and having branding/signage.
  • Assist to coordinate and manage necessary procurement
  • Provide support to identify vendors, draft vendor selection forms, meet with in-country vendors to discuss the plan for significant procurements, etc.
  • Facilitate and manage local procurement for all the equipment and supplies needed to operate e.g. vehicles, computers, copiers, furniture.
  • In close collaboration with HR and Jhpiego program staff, support the recruitment of new staff including:
    • Finalizing and posting job descriptions in newspapers and online resources
    • Collecting and screening CVs for in-country positions and scheduling interviews
    • Maintaining matrix of applicants, candidates shortlisted (contact information), outcomes of interviews, candidates’ contact information, etc.
  • Assist, as needed, with any paperwork, telephone calls and contacts needed to move forward the completion of Jhpiego’s country registration and opening of a bank account
  • Work with the Jhpiego start-up team to track start-up expenses against budget and to maintain documentation
  • Assist Project Director and technical staff to prepare for trainings, i.e., print, copy and disseminate documents
  • Initiate and maintain a structure for maintaining files and key documents
  • Draft correspondence as needed
  • Assist with collection of technical tools and materials
  • Assist with initial arrangements for travel and meeting
  • Manage itineraries, visas, identify hotel, travel, appointments and meeting arrangements  according to the schedule of visits
  • Coordinate travel (flights, van rentals, drivers etc.) between locations for visitors
  • Organize meetings and workshops in KZN – scheduling and inviting participants, securing meeting location, arranging travel for participants, and document discussion and decision

Required Qualifications:

  • BA in Administration, Human Resources Management or equivalent
  • 7+ years relevant work experience
  • Proven understanding and familiarity with relevant Labour Laws of South Africa
  • Demonstrated ability to effectively manage several major activities simultaneously
  • Proficiency in Microsoft Office software applications
  • Strong interpersonal, writing, and oral communication (English required and a local language preferred)
  • Ability to work independently in an unstructured environment as well as with a team
  • Experience working in donor-funded NGOs and global organizations preferred
All
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