Job Description

Description

COMPANY DESCRIPTION:

Genesis Analytics is the largest African-based economic consultancy with its headquarters in Johannesburg, South Africa. As a testament to the firmxe2x80x99s purpose of unlocking value in Africa, we have worked in 43 countries on the continent and our operations include offices in Abidjan (Cxc3xb4te dxe2x80x99Ivoire) Nairobi (Kenya), Lagos (Nigeria) and London (the UK) with representation in Botswana, Ethiopia, India, Israel, Lebanon, Portugal, Scotland, and Zimbabwe. We are in the process of opening our Ethiopian office.

We use our analytical capabilities to improve decision-making and, through better decisions, unlock substantial value for our clients and society. We built our reputation in the areas of competition and regulatory economics, and financial services strategy consulting, but have since expanded our offering to incorporate applied behavioural economics, evaluation for development, and health.

Our Health team provides experts with decades of experience in the design, implementation and evaluation of health programmes and in the provision of analytical and advisory services that inform health policy and practice.

LOCATION:

South Africa (Gauteng). Eligibility to live and work in South Africa is a prerequisite. Therefore, either citizenship, permanent residency or a valid visa/work permit should be in place already at the time of application.

ABOUT THE POSITION:

Genesis has been awarded the USAID LEAP Local Project, a $17 million programme spanning 5 years, aimed at strengthening national infectious disease programmes and other health priorities by empowering host governments to lead and manage key aspects of their infectious disease portfolios and capacitating countries in pandemic preparedness. This marks the first time Genesis has secured a prime contract from USAID.

LEAP Local facilitates a linkage between local technical expertise and a recognized human resource gap within the infectious disease portfolios at a variety of national health entities. By targeting local entities to provide expertise, solutions will be locally driven with local priorities being central to an inclusive country-driven programming approach.

As a local provider, the project will be delivered through Genesisxe2x80x99 offices in South Africa, Nigeria, Kenya and Cote dxe2x80x99Ivoire, allowing for engagement in a meaningful, culturally appropriate, local solution driven and technically sound approach that permits continuous direct mentoring and quality improvements within the Ministry of Health and other national health entities.

Genesis is recruiting for an Administrative Officer to provide a wide range of HR and general administrative support services to the LEAP LOCAL project. The Administrative Officer will provide support, by assisting with the administration of the day-to-day operations of the LEAP LOCAL functions and coordinate office staff activities to ensure maximum efficiency.

Requirements

KEY REQUIREMENTS & ROLE RESPONSIBILITIES:

• Provide administrative support for the LEAP Local project and assigned staff.
• Assist in the coordination of administration, HR related transactional assignments, procurement and general administration of USAID LEAP Local
• Serves as procurement agent for the LEAP Local receives Procurement Requests from Technical Advisory staff.
• Maintains a database of all re-imbursements , purchase orders and periodically updates it. Performs follow-up actions as needed based on this review.
• Performs tracking of documents and contacts of vendors, service providers, Technical Advisor documents and submissions in order to resolve any concerns with HR Director and LEAP Local Staff.
• Coordinates with the Finance team to ensure timely assignment of fiscal data for LEAP Local related activities and required reporting on administrative actions
• Serve as property control officer, responsible for handling procurement of office equipment, fixed assets, communication tools as well as inventory of these assets including property logs, serial numbers, and tags for LEAP Local.
• Provides administrative support to staff for copying, faxing and large- scale mailings. Responds to staff requests for administrative support as needed.
• Sets up and maintain electronic files, prepares related reports, presentations and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
• Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution. Schedules meetings and meeting arrangements.
• Provides meeting support as needed (e.g. scheduling conference rooms, coordinating logistics). Communicates with both internal and external personnel as required. Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions. Assignments vary based on LEAP Local sections and areas
• Establishes, develops, maintains and updates filing system. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for members of the department. Arranges complex and detailed travel plans and itineraries. Compiles documents for travel- related meetings. Processes travel expense forms. Compiles data and prepares reports. Drafts written responses or replies by phone or e-mail when necessary for staff members, as requested.
• Handles confidential and non-routine HR information. Upon request produce produces general correspondences and , become recipient of HR generic information.
• Prepares agendas, notices, minutes and resolutions for corporate meetings. Assist with coordination of meetings, facilities planning and logistics required.
• Takes minutes, prepare and distribute to appropriate staff. Coordinates special projects, at the request of management, which may include: planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures.
• Maintains various databases and spreadsheet files as requested by LEAP Local management. Communicates and manages timetable/milestones. Assigns work/task responsibilities for projects as directed by management. Assists with the gathering, compiling and evaluation of project due diligence data.
• Any assigned duties

EDUCATION, KNOWLEDGE, SKILLS, EXPERIENCE AND PERSONAL COMPETENCIES:

• Diploma and relevant experience with 3 - 5 years relevant experience in an administrative or executive secretarial capacity or generalist human resources administrator role.
• 3 years of experience providing administrative support in an office setting.
• Proficiency with MS Office Suite (Word, Outlook, Excel, PowerPoint, and Access)
• Considerable skills in oral and written communication. Ability to communicate effectively and tactfully with all levels of staff, representatives of donors and collaborating agencies, individuals from diverse cultures, and the public. Ability to negotiate tactfully.
• Initiative, independent judgment, and discretion in judging and managing confidential matters, materials and sensitive issues.
• Use judgment to execute duties and responsibilities.
• Proficiency in secretarial skills including grammar, spelling and proofreading.
• Proficiency in word processing, PowerPoint and Excel.
• Considerable knowledge of office equipment, practices and procedures, and a willingness to increase knowledge and update skills as required.
• Ability to organize, coordinate and effectively process work assignments, while providing attention to detail.
• Initiate majority of tasks, specify and plan activities for task accomplishment and notify supervisor of variances.
• Ability to manage multiple tasks simultaneously and set priorities. Ability to manage stressful and demanding workload.
• Ability to retrieve and obtain information from various sources.
• Knowledge of budget preparation and tracking/monitoring.

HOW TO APPLY:

• Our system is an easy tool to use, with a maximum of 10 single-line fields to complete and two compulsory document uploads.
• Please follow the online application process on the career portal of the Genesis website.
• Applications can only be made online xe2x80x93 no other means of application will be accepted this is due to emails not being an application tracking system and data protection regulations.
• We use an automated applicant tracking system to receive and manage all applications in one central point. Therefore, we also do not accept any e-mailed CVs or applications set by other means.
• Please note that your application will primarily be considered for this role. If there are multiple roles that you are interested in, please submit your application as outlined in the opportunity description, as advertised roles each have role-specific own pools of applications.
• However, please do not apply for every role - at this level of professional consultancy, we expect that candidates will display some level of self-selection and awareness for which roles they qualify and apply for. Unqualified serial applications will be deleted, and such applicants will be removed from our database.
• Once you have applied via our career portal, you will receive a system-generated confirmation e-mail that your application was received.
• NOTE: Please be advised that uploaded documents/attachments cannot be bigger than 4MB in total, as the system will not accept your application if the uploaded documents exceed 4MB

DISCLAIMER:

• Relevant previous experience is essential - at this level of professional consultancy, we expect that candidates will display some level of self-selection and awareness for which roles they qualify and apply for. Unqualified serial applications will be deleted, and such applicants will be removed from our database.
• Communication will be with short-listed candidates only - if you do not receive any feedback on your application within three weeks, please consider your application unsuccessful.
• Genesis Analytics reserves the right not to proceed with an appointment of any advertised role.
• All appointments will be made in line with Genesis Analyticsxe2x80x99 Employment Equity Plan and Transformation Policies.
• All applications and associated candidate information will be treated confidentially.

Work Level

Skilled

Type

Contract

Salary

Market Related

Duration

3 Years +

EE Position

No

Location

South Africa

Genesis Analytics