Project Assistant

at SADC GMI
Published April 24, 2022
Location Pretoria, South Africa
Category Administration  
Job Type Full Time  

Description

The Southern African Development Community Groundwater Management Institute (SADC-GMI) is established as the regional Centre of Excellence on groundwater management and management of groundwater dependent ecosystems in the SADC region. As a not-for-profit company under South African law, and a subsidiary of the SADC Secretariat, SADC-GMI is officially hosted in Pretoria in the Republic of South Africa on behalf of and under the strategic guidance of the SADC Secretariat, Directorate of Infrastructure and Services – Water Division, in Gaborone, Botswana. The SADC-GMI is guided and supervised by a 10 Member Board of Directors with representatives of the SADC Secretariat, SADC Member States and the University of the Free State.

 

This is a full-time position based at the Head Office in Pretoria, The Southern African Development Community Groundwater Management Institute (SADC-GMI) seeks to appoint a

 

PROJECT ASSISTANT

 

The Project Assistant will support the SADC-GMI staff on administration, finance and procurement functions. S/he will work and report directly to the Administration and Finance Officer (AFO), and assist the Procurement and Grants Specialist.

 

Key responsibilities of this position include but are not limited to:

 

  • Administration

 

o Support the AFO and the SADC-GMI staff in efficient records and information management through maintaining an up to date central filing system for all activities of the SADC-GMI including contracts, events, reports, travel, meeting minutes, assets, etc;

 

o In charge of front office management which includes receiving and directing phone calls, receiving and directing visitors, distributing brochures and responding to general enquiries as delegated;

 

o Coordinating general office administration and logistics such as cleanliness, functionality of facilities and equipment, stationery and sundry services;

 

o Maintaining the SADC-GMI diary of events, meetings, travel schedules as well as taking minutes of internal and external meetings;

 

  • Finance

 

o Support the budgeting and financial management function of the SADC-GMI through following up suppliers and expenses reconciliations;

 

o Assist in effecting and reconciling travel expenses and claims

 

o Assist in ensuring that funds owed to the SADC-GMI are received as scheduled.

 

o Assist in ensuring that SADC-GMI’s creditors are paid on time.

 

o Assist in ensuring that record keeping and reporting is in compliance with International Financial Reporting Standards (IFRS);

 

  • Procurement

 

o Assist in the preparation and review of project concepts, Terms of References and other procurementdocuments,

 

o Support and participate in activities of the Procurement Unit which include implementing the provisions of the SADC-GMI Procurement Manual, Sub-Grant Manual and the Sustainable Groundwater Management in SADC Member States project documents

 

o Support procurement of office supplies

 

o Participate in the execution of SADC-GMI events which includes acquisition of venues, equipment, catering, production and distribution of relevant materials, invitations and follow-ups;

 

The Project Assistant must meet the following criteria:

 

  • A minimum of a degree from a recognized institution in administration, accounting, economics, engineering, project management, procurement, or other field relevant to the job

 

  • At least 5 years work experience in administration, finance and procurement related functions;

 

  • Capabilities to successfully discharge procurement, office administration, management and secretarial functions is a requirement

 

  • Professional level proficiency in general computer software applications is mandatory, particularly Internet and MS Word, Excel, Outlook and Powerpoint

 

  • Proven ability to support the preparation of reports

 

  • Proven previous working experience in similar fields in the SADC region in the water sector is desirable

 

  • Previous working experience as a member of a multi-disciplinary and multi-national team is a requirement

 

Interested candidates can send their CVs

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