Administrative Assistant

Tanager, an ACDI / VOCA affiliate, empowers people to realize life-changing economic and social opportunities.

Given the complexity of issues being encountered by communities today, we operate not in a single domain but at the nexus of market systems, food systems, social systems, and climate systems.

Specifically, we have 30 years of experience integrating gender empowerment and nutrition into agriculture, connecting people across the production supply chain, fostering access for women and other marginalized groups, and unlocking sustainable, climate-smart economic opportunities for all. Tanager South Africa is implementing the Imbewu Farmer Development project in the O.R. Tambo Region in Mthatha in the Eastern Cape province in South Africa between 1 April – 31 December.

The goal of the project is to increase agriculture productivity and incomes of smallholder maize farmers in Eastern Cape (EC), South Africa by facilitating their inclusive access to commercial markets.

The funding for the project comes from the John Deere Foundation.

Assignment Summary

The Administrative Assistant will play a pivotal role in supporting the daily operations of the Imbewu Farmer Development Project. This includes providing logistical, administrative, and operational support to ensure the smooth functioning of the project office and activities. The position requires a detail-oriented individual with strong organizational skills and the ability to manage multiple tasks effectively.

Responsibilities

1. Provides support to the office which includes scheduling meetings, mail and phone calls.
2. Assist the Operations Specialist with follow up on project activities and progress daily.
3. Provide Logistics / Administrative support, booking flights and hotel venues, accommodation for meetings and workshops and preparing / organizing meeting and workshop materials for project staff and stakeholders.
4. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
5. Maintain schedules and supervise security and cleaning / maintenance vendors.
6. Supervision of the Office Cleaner and general office cleanliness.
7. Maintains the office calendar with important project and operations updates.
8. Ensure all payments such as office utility bills, accommodation etc. are made on time in coordination with Operations Specialist and F&A Officer.
9. Take accurate minutes of meetings if needed.
10. Welcome project guests, visitors and clients and directs them to the appropriate parties.
11. Receive project related mail and packages and distributes among appropriate staff members.
12. Maintains vehicle use log, and others as assigned.
13. Support project staff in printing, photocopying, and scanning as needed.
14. Other duties as assigned.

Qualifications

1. Grade 12 School Certificate / Certificate in any business-related field preferred.
2. Diploma in public admin or equivalent will be an added advantage.
3. At least 3 years of related experience, preferably with an international or local NGO / NPO.
4. Proficiency with MS Office programs, including Excel and Word and other communication platforms (for example Teams, Zoom, SharePoint, etc).
5. Ability to read and interpret documents, communicate effectively, and follow instructions.
6. Good organizational and interpersonal skills.

Skills and Capabilities

1. Proficiency with MS Office, including Excel and Word and other communication tools (i.e., Teams, Zoom, SharePoint).
2. Good organizational and interpersonal skills.
3. Strong interpersonal and communication skills.
4. Arrange meetings, book flights and accommodations, and organize workshops.
5. This could also include office supply inventory updates, vehicle movement logs, and supervision of office maintenance.
6. Coordinate payments for office utilities, accommodations, and supplies.
7. Ensure all payments are made on time and recorded accurately.
8. Accurate and detailed minutes of internal or external meetings, including decisions made, next steps, and responsibilities.
9. Other deliverables as needed.

Level of Effort and Activity Details

It is anticipated that the scope of work assignment will be completed within 40 working days from the issuance of the purchase order.

Activity Estimated Days

1. Assist the Operations Specialist with follow-up on project activities and progress daily: 20
2. Provide Logistics / Administrative support: 20
3. Total: 40

Billing / Invoicing

All allowable costs for this activity, including airfare ticket, M&IE, labor, and miscellaneous expenses will be charged to Tanager Project Code. Additional expenditures will be reimbursed based on expense reports backed by receipts. Allowable expenditures consist of phone / data charges related to the consultancy, photocopying, and other expenses approved in writing in advance. Per diem for meals and incidentals as well as hotel lodging and travel costs will be provided when the consultant travels away from their home of record, details must be cleared by the supervisor in advance for any and all travel.

To Apply

Please submit your resume to [email address] by or before September 30.

Please include the position title in the subject line of the mail.

Please submit your resume along with a cover letter.

Please include your long-term employment history and any relevant short-term consulting work.

Due to the high volume of applications, we are not able to respond to inquiries via phone. Only those candidates considered for an interview will be contacted.

Tanager is an equal-opportunity employer. Women, minorities, and people from diverse groups are encouraged to apply.

Please be aware that Tanager does not charge any fee in any step of recruitment.