Administration and Logistics Coordinator- USAID/ South Africa MERL

Pretoria, South Africa
Apply by 31 August 2018
Mid-level , Full-time staff position
Posted on 24 July 2018

Job Description

Background

The Monitoring, Evaluation, Research and Learning (MERL) activity supports United States Agency for International Development (USAID)/South Africa’s Health Office by working collaboratively with the members of the office to achieve their overall goals by creatively finding innovative solutions, supplement their existing staff capacity and complement, and as appropriate enhance capacity in performance management; evaluation and research; and systematic collaboration, continuous learning and adaptive management.

As one of the principal agencies responsible for the implementation of the President’s Emergency Plan for AIDS Relief (PEPFAR), USAID shares the Government of South Africa’s and PEPFAR’s strategic focus that utilizes quality epidemiologic results and budget data to ensure accountability, learn from experience, gain efficiencies, and maximize impact on the TB and HIV epidemics. This approach hinges on continually collecting and analyzing high quality data and using these data to strategically focus resources, improve implementing partner management, and replicate best practices and efficient interventions.

By bolstering MERL capacity, this activity seeks to support USAID’s Bilateral Health Office to meet MERL objectives for its HIV and TB programs and ultimately to achieve results across its specific health areas.  In leading the MERL activity, the Panagora Group seeks to flexibly and rapidly respond to USAID’s needs as they arise by working with a wide array of South African consultants and institutions that are creative problem solvers specializing in many aspects of monitoring, evaluation, research and learning.

Principal Duties and Responsibilities

Serve as the administrative & logistics coordinator to support both office operations and technical staff.

Office Administration

  • Implements all field office policies in compliance with all applicable Panagora polices, client policies, and local laws
  • Assists with country operations, under the direction of the HR/Contracts Manager, including managing facilities and office services
  • Ensures a smooth operation of office, including maintaining conference rooms, IT operations, accessing office supplies, etc.
  • Serves as the petty cash custodian and maintains proper accounting and filing of related documents
  • Answer phones, welcome guests, taking meeting notes, and other receptionists’ duties, as required
  • Works with Finance Manager to answer home office operations requests
  • Attends technical meetings, takes action-oriented notes, follows up on critical items, composes emails and other memos, maintains calendars and appointments as appropriate
  • Supervises office cleaning and other similar activities
  • Performs other duties as assigned

Logistics Coordination

  • Supports travel and logistics, event planning, recruitment, procurement, and day-to-day operations
  • Reviews and prepares, as necessary, country activity travel advances, processes travel claims and works with country program staff to resolve accounting related issues
  • Maintains a roster of training and event venues and other supporting services such as catering and audio-visual support, and responsible for obtaining quotes and reservations, as needed
  • Develops and collects rosters of participants who attend trainings and/or meetings in compliance with USAID rules and regulations
  • Assists HR/Contracts Manager with onboarding of local consultants and local subcontractors, ensuring the proper paperwork is drafted and filed, and provide backup support in the administration of such agreements
  • Checks references and verifies information in the recruitment of local consultants
  • Performs other duties as assigned

Qualifications:

  • Minimum five years progressive experience, including office management and administrative experience
  • Experience working for NGOs preferable and USAID desirable
  • Knowledge of M&E, PEPFAR and/or other health fields preferred
  • Experience working with donors, various stakeholders and ministry officials preferred Excellent interpersonal skills and ability to support staff at all levels and to interact professionally with client(s), stakeholders and other guests
  • Attention to detail and able to produce quality deliverables while working on competing priorities
  • Ability to work with technical staff and client(s)
  • Ability to follow direction and policy and then work independently to complete tasks
  • Self-starter willing to jump in to ensure smooth performance in the office
  • Proficiency with MS Office Suite; experience with other software desirable

Duration of the MERL Activity: August 2018 to May 31, 2021, with possibility of a 2-year extension

Location: This will be a full-time position, based in Pretoria, South Africa. 

About the Organization

Who We Are

The Panagora Group is a rapidly expanding woman-owned small business providing novel solutions in health, development and learning. Panagora Group believes that focusing on novel and integrated approaches to health and development will yield the best long-term results. Panagora Group is establishing a new office in Pretoria, South Africa and is looking for creative, results-focused self-starters who can deliver under pressure and work collaboratively as a team.

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