Administrative Assistant


Work Level: Junior

Job Type: Temp

Salary: Market Related

Duration < 6 Months

EE Position: Yes

Location: Polokwane


Born out of a national convention to draft the first national strategic plan for AIDS, NACOSA is now a leading national civil society organisation working collectively to build stronger, more equal, and healthy communities free from the burden of HIV. We do this by strengthening community systems, mobilising and managing resources, facilitating networking and collaborations, providing and enabling access to services and advocating, learning and sharing widely.

NACOSA works at all levels across the country – from international donor agencies, the corporate sector and national government, right through to sub-district services and small, community groups. Strengthening Community systems for NACOSA focuses of building networks of Community Based Organisations and Community Leadership.

The duties and responsibilities of the Administrative Assistant will include, but not limited to:

  • Day to day office support and administration assistance to the programme  
  • Assist with procurement administration, including obtaining quotes from suppliers for programme related services, submitting invoices to finance. 
  • Assist with transporting supplies, equipment, commodities, and collection of documents from the field. 
  • Assist with locating venues for implementation sessions within selected communities. 
  • Assist with keeping a logbook register (refreshments being disbursed to participants, disbursement of airtime or data to the programme team) 
  • Develop and maintain a network of working level external contacts. 
  • Liaison with third parties (i.e. caterers, venues) as required. 
  • Assemble materials (stationery, printing, etc.) for meetings and training. 
  • Document management and filing, including electronic filing on a central database. 
  • Maintain office supplies and equipment inventory as required. 
  • Maintain administrative records including meeting minutes and reports. 
  • Maintain a programme team calendar of events, key meetings, training calendar. 
  • Supply chain monitoring of key commodities for programme interventions.  
  • Ad-hoc duties as required by the project.


  • Matric certificate or equivalent NQF qualification.  
  • An Office/Business Administration Certificate or Diploma would be a strong recommendation. 
  • Minimum of 2 years Administrative and / or PA experience. 
  • Strong computer knowledge (Excel, Word and PowerPoint, E-mails, Internet).  
  • Previous experience arranging flight bookings, finance admin, procurement, and training logistics. 
  • Be fully conversant in spoken and written English and be able to communicate at ease with all levels of staff and clients.  
  • Experience working in NGO/NPO field will be advantageous.  
  • Strong attention to detail and meticulous organisational skills.  
  • Valid driver’s license  

Skills and attributes 

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

CLOSING DATE: 04 February 2024

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