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Office Administrator - AIHA Twinning Center Project, Pretoria
2006-01-17

The American International Health Alliance (AIHA), through a Cooperative Agreement with the Health Resources and Services Administration (HRSA) of the US Department of Health and Human Services, is establishing an HIV/AIDS Twinning Center to support twinning and volunteer activities in 15 focus countries as part of the implementation of the President's Emergency Plan for AIDS Relief. The Twinning Centre's goal is to strengthen the human and organizational capacity necessary to scale up and expand HIV/AIDS prevention, care, treatment, and support services within the broader context of human resource development strategies addressing the HIV/AIDS epidemics in these countries.

PRIMARY DUTIES:
The office administrator is to work in Pretoria and provide full-time office and administrative support to AIHA's Twinning Center (TC) project within African countries. The office administrator will work closely with the programme and support staff both at local and international levels. The office administrator will work closely with AIHA partners on general administrative activities including composing correspondence, preparing reports, answering phones, making appointments and travel arrangements and maintaining filing systems. This position requires limited supervision and will coordinate all communication travel logistics and programme activities. He/she will work under the direct supervision of the Country Director.

ESSENTIAL DUTIES:

• Performs general administrative functions such as maintaining files, sorting and distributing mail, operating general office equipment and ordering supplies.
• Composes correspondence, prepares presentations and creates and maintains system files and reports using word processing, spreadsheet or other office software.
• Acts as an information source on organization policies, procedures or administrative guidelines and recommends changes to procedures as appropriate.
• In consultation with the finance unit, s/he will assist to maintain AIHA's Data Recovery Plan.
• Schedules and directs office work and programme activities in regards to routine office functions related to the flow of work in and out of the office.

QUALIFICATIONS:

• High School Diploma with administrative diploma/degree and 3-5 office administration experience.
• Extensive knowledge of administrative support procedures and office equipment e.g. ability to handle a multiple-line phone system.
• Strong written and verbal communication skills.
• Fully proficient with Microsoft Office applications (Word, Excel,PowerPoint, Access and Outlook).
• Strong multi-tasking and problem solving skills.
• Good organizational skills.
• Must have adaptability and flexibility in a changing environment

Please e-mail cover letter and CV to Sphindile Magwaza: smagwaza@aiha.com or by fax at (012) 8077048, by January 20th 2006 at noon. Only selected candidates will be contacted.

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