Job Summary
We are looking for an Administrative and Logistics Support Consultant for the Hatfield area for a 6 month contract in the Hatfield area to support various departments with Administration and Logistics Support.
Requirements:
- Tertiary qualification (Office Administration, etc.) will be beneficial
- MS. Office (Word, Excel, Access, etc.)
- At least 5 years’ experience as an organiser of multi-stakeholder meetings
- Able to plan and implement large and small multi-stakeholder meetings timeously and to the participants’ satisfaction
- Proven ability to complete similar tasks timeously and to a high quality.
- Ability to communicate with people at different levels
- Ability to work independently as well as part of a team
- Ability to communicate effectively, both orally and in writing
- Ability to multitask
- Computer literate
- Time management skills
Other competencies:
- High degree of integrity, and highly organized and good analytical skills
- Excellent networking, oral and written communication, presentation, and reporting skills
- Fluency in written and spoken English is an absolute necessity. Fluency in other indigenous language(s) is an advantage.
- Support the preparation of information for advocacy
- Contributing to results through provision of information
- Generates new ideas and proposes new, more effective ways of doing things
- Ability to work under pressure and adhere to deadlines.
Duties:
lead the planning, implementation, and record-keeping of all administrative and logistical arrangements for all meetings and consultations that are required throughout the process
This will include:
- Assistance with the planning and scheduling of meetings.
- Arranging conference and meeting venues.
- Ensuring invitations to meetings are sent out timeously and to the correct stakeholders.
- Ensure stakeholder databases are up to date
- Ensuring all invitees complete the transport forms correctly and that all their logistical arrangements are made timeously and to a high standard. This includes ground transport, flights, accommodation, and any other arrangements that are necessary.
- Ensuring that all logistical arrangements go according to plan at conference venues.
- Liaising with conference venues, travel agents and other suppliers to ensure the best service at the best price.
- Provide assistance to travellers as needed.
- Facilitate the journey for travellers where possible e.g., online check-in to prevent offloading where flights have been overbooked.
- Keep registers of who has been invited to which meeting and for whom travel arrangements have been made.
- Ensure technical teams meet and calendar invitations are sent to members timeously
- Minute taking, reports, high level notes and high quality record keeping including all costs.
- Develop and maintain an efficient filing system.
- Create spreadsheets and presentations.
- Provide statistical and budget reports.
- Develop, implement and improve office policies and procedures.
Please note only shortlisted candidates will be contacted
