Programme Administrator

Job Advert Summary

The Human Sciences Research Council is a statutory research council whose mandate is to inform the effective formulation and monitoring of government policy; to evaluate policy implementation; to stimulate public debate through the effective dissemination of research-based data and fact-based research results; to foster research collaboration; and to help build research capacity and infrastructure for the human sciences. The Council conducts large-scale, policy-relevant, social-scientific research for public sector users, non-governmental organisations and international development agencies. Research activities and structures are closely aligned with South Africa’s national development priorities.

The Research Impact Division seeks to appoint an experienced, high-functioning Programme Administrator on a 24 months contract. The Unit for which this appointment is to be made is the External Capacity Development & Internships. The role reports to the Unit Director. The Unit’s main objective is to respond to the plight of youth and graduate unemployment by implementing evidence-based interventions that address youth unemployment. It aims to bridge the gap between academic study and competent performance in the workplace by offering structured internship opportunities to unemployed graduates in the Science, Engineering and Technology (SET) disciplines as well as those in the Humanities and Social Sciences (HSS) disciplines.

Programme Administrator

External Capacity Development & Internships

Cape Town

Contract: 24 months/2 years

Reference - HSRC-ECDI 01/08

Minimum Requirements

• A degree in either Business Administration, Communications, Project Management or Office Administration
• A minimum of 2 years' experience as an Administrator or Programme Administrator/Coordinator.
• Advanced computer skills and accurate typing
• Proven senior-level administration, including diary and travel management;
• Excellent writing skills and precise use of English grammar, spelling and punctuation and ability to write good quality minutes;
• Well-developed interpersonal and communication skills to interface with, among others, representatives of government, funders, business partners, research staff and administrative colleagues and service providers;
• Confident and prompt planning, scheduling and organisational abilities;
• Sound office management, maintenance, procurement, administration and record-keeping skills;
• Media and communication skills, including the development of newsletters, social media posts, and formatting of reports.

A Valid driver’s license will be advantageous

Duties and Responsibilities

• Organising internal and external meetings, workshops, exhibitions and conferences;
• Preparation of correspondence on behalf of the unit, including memos, letters and emails;
• Email management and ensuring adequate follow-ups are done;
• To be responsible for the diary, including arranging complex travel arrangements, scheduling of recurring routine meetings, planning and preparations of events, and working in collaboration with the entire Division
• Preparation of documents and agendas for meetings in consultation with the Director and Managers;
• Minute taking and notes for unit meetings and meetings with the Director;
• Management of filing systems and documents register;
• Planning and coordination of events, including workshops, institutional visits, exhibitions, and conferences.
• Compilation and tracking of the events calendar for the programme.
• Sources of venues for meetings, lekgotlas and workshops with stakeholders.
• Procurement of essentials including stationery, branding material, office refreshments, equipment and related consumables.
• Procurement of reasonable accommodation support for interns with disabilities and the recording thereof.
• Processing of travel claims, per diems, advances for staff and short-term payment forms.
• Coordination of travel and accommodation logistics for the team.
• Assisting with recruitment of staff, onboarding forms, tools of trade and personnel records filing.
• Setting up meetings for the team, management team, including drafting of agenda, minutes and action items.
• Assisting with the compilation of reports, including quarterly narrative reports for submission to funders.
• Monitoring of unit scorecard and LeaPPTS targets to ensure adequate capturing and reporting.
• Management of stationery inventory and team assets management
• Primary liaison for all ECDI activities and events.;
• Development of media content for newsletters, report formatting, and social media platforms, as well as the web online platform, would be an added advantage.
• Any other general administrative and secretarial support.