Administrative Coordinator
Location Butterworth, Eastern Cape
Salary R305 280.00 per annum total cost to company
Closing Date 13 December 2024
About Sonke
Founded in 2006, Sonke is a women’s rights organisation that is committed to feminist principles, using a rights-based and gender-transformative approach to achieve human rights and gender justice. Our vision is a world in which women, children, men and gender non-conforming individuals enjoy equitable, caring, healthy and happy relationships that contribute to the development of gender-just and democratic societies. Sonke strengthens governments, civil society and citizen’s capacity to advance gender justice and women’s rights, prevent gender-based violence, and reduce the spread of HIV and the impact of AIDS, and in this way contributing to social justice and the elimination of poverty.
About the Position
The CEM Project Administrator will report to the CEM Provincial Manager – EC and will be a crucial member of the support team for Sonke’s Community Education & Mobilisation programmatic activities working closely with colleagues in the CEM Team.
Key duties and responsibilities
Project support
Provide administrative support to CEM activities, archiving all important reports into the CEM’s intranet page.
Coordinate and facilitate workshop arrangements including catering, venue, meeting materials etc.
Maintain an up-to-date calendar of unit activities.
Serve as a primary point of direct administrative contact liaison with community action team members, external institutions and partners on a range of specified issues.
Addressing queries and requests from external stakeholders and donors.
Provide support with the compilation of documents for funding proposals and applications.
Participate in the development of the CEM annual work plan.
Administration
Manage the filing and data management system for CEM Unit activities, including maintaining a database of project documents and partner contacts.
Co-ordinate logistics including partners per diem, logistic notes etc. of CEM meetings and events, such as annual national planning meetings, training events and other significant events.
Minute taking and administrative support in meetings, where necessary
Follow up on payments with Finance department.
Provide support to the CEM unit manager and team members with expense requisitions and reconciliations.
Maintain an up-to-date database of trips of CEM unit members
Procurement of office stationery and other project equipment
Budgeting and compliance
Support project coordinators with tracking expenses for budget management.
Participation in budget development and transferral.
Ensure strict compliance to reporting Sonke’s internal policy protocol.
Provide regular feedback to CEM on performance regards to compliance.
Provide technical assistance to internal staff members on Fusion.
Monitoring and evaluation
Support with coordination of evaluations/endline/ baseline reports for CEM projects in conjunction with the RME unit as required.
Assist the project team with data collation and reporting it to RMEL.
Transcribe individual interviews for analysis on request.
General
Attend staff meetings, staff retreats, staff trainings and international meetings as required.
Attend stakeholder meetings, donor meetings and conferences where necessary and when required to do so.
Ensure the continued development of relationships with stakeholders and potential and existing partners to further the work of the unit.
Network strategically with partners.
Qualifications and experience
Relevant undergraduate degree
National Diploma in Business Administration
Minimum of 2 years job related experience.
2-3 years’ experience working on matters related to men, gender, HIV and/or SRHR, preferably assisting programme management in these areas.
Project Administration and coordination within the NGO sector environment.
Budgeting skills and experience in assisting with programme management.
Administrative skills, including proficiency in Microsoft Office Suite
Excellent written English skills
Previous research and writing skills will be an advantage
Knowledge, Skills, and Abilities
Proficiency with use of e-mail, word processing, spreadsheet, database, and presentation software and use of the Internet
Ability to handle a large variety of details and to work with all levels of organisation.
Ability to handle sensitive and extensive confidential data.
Excellent customer service skills and interpersonal skills.
Excellent oral and written communication skills.
Personal qualities
Confident, assertive communicator who can work comfortably with diverse groups of people and across all levels.
Excellent writing skills in English and preferably, but not required, another SA language.
Attention to detail.
Able to prioritise work and manage deadlines.
Innovative and creative, able to see new opportunities.
Planning and time management – meets deadlines.
Reflective and open to learning.
Application Process
Interested applicants should submit their Curriculum Vitae, and a motivation letter detailing experience and contact details of 3 referees to Sonke’s Human Resource Unit via email to hiring@genderjustice.org.za, closing date 13 December 2024.
Only short-listed candidates will be contacted.
Applicants must be based in South Africa.
Sonke is committed to transformation and encourages previously disadvantaged individuals, individuals living with disabilities and young people to apply. All applications will be considered with the understanding that in terms of Sonke’s employment equity plan, preference will be given to candidates from the designated groups, provided the experience and qualifications criteria are met.
Please consider your application unsuccessful if you do not hear from us by 31 January 2025.
Sonke reserves the right not to make an appointment.
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