The duties and responsibilities of the Admin Coordinator will include, but not limited to:
Programme Administration, Capacity Building Operations and Oversight
- Coordinate administrative, logistical, and operational support for programme implementation activities, training sessions, meetings, and events.
- Manage and monitor integrated training calendars across programmes, funders, and private clients.
- Coordinate travel arrangements, venue bookings, catering, attendance tracking, and event logistics.
- Serve as the Learner Management Information System (LMIS) Super User, overseeing learner enrolments, course creation, reporting, and user support.
- Monitor and maintain learner records and training data, ensuring accuracy and compliance.
- Support accreditation, quality assurance, and standard operating procedure (SOP) requirements.
- Prepare reports, meeting minutes, correspondence, and administrative documentation.
- Maintain organised filing systems and programme records.
- Provide guidance and support to Programme Administrators.
Finance Administration
- Support programme and finance teams with payment administration in accordance with NACOSA policies and procedures.
- Prepare accurate payment packs and ensure timely submission for processing.
- Track payments and distribute proof of payment to suppliers.
- Assist with reconciliation processes and expenditure verification.
Procurement Administration
- Support procurement activities for programme materials, office supplies, and service providers.
- Assist with supplier registration, quotations, purchase orders, invoices, and supporting documentation.
- Ensure procurement processes comply with NACOSA policies and procedures.
Monitoring, Evaluation and Reporting
- Generate and analyse monthly reports from the LMIS database.
- Compile consolidated management reports and present findings to programme management.
- Monitor training completion and compliance with operational procedures.
- Prepare regular and ad hoc reports as required.
Stakeholder Engagement
- Maintain professional relationships with programme staff, learners, facilitators, vendors, and external stakeholders.
- Respond promptly to enquiries and provide administrative support.
- Support website shop administration and stakeholder communication processes.
- Collaborate across teams to ensure effective programme implementation.
People Management
- Provide leadership, support, and oversight to Administrative Assistants and Drivers.
- Promote a positive, high-performing, and values-driven work environment.
- Support performance management, staff development, onboarding, recruitment, and attendance management processes.
- Assist with HR-related administrative functions as required.
Ad Hoc Support
- Provide administrative support on special projects and departmental initiatives.
- Draft professional correspondence and reports.
- Act as a stand-in for colleagues or supervisors when required
- Diploma or Degree in Office Administration, Business Management or related field
- Minimum 5 years' experience in administrative or PA roles, including team supervision
- Experience in training coordination, travel logistics, and procurement
- Exposure to structured environments (finance, HR, or operational systems)
- Experience using Learner Management Information Systems (LMIS) and online learning platforms.
- Previous experience in an NGO/NPO or public health sector (highly advantageous)
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and experience with digital systems: LMIS, Moodle, NetSuite (advantageous)
- Valid Code B driver’s license with minimum 2 years’ driving experience
Personal Competencies
- High attention to detail and action orientation
- Excellent written and verbal communication skills across all levels
- Excellent planning, organising, and time management skills
- Proactive problem solver with a service-delivery mindset
- Flexible and adaptable to changing priorities
- Strong team collaboration and ability to manage others
Closing date for applications: 10 June 2026
Application Process:
NACOSA reserves the right to close this job advert early if sufficient applications are received, or a suitable candidate is identified.
PLEASE NOTE:
Preference will be given to suitably qualified applicants who are members of the designated groups in line with the employment equity plan and targets of NACOSA. We also encourage people with disabilities to apply. NACOSA is guided by the principles of Employment Equity. Candidates with disabilities are encouraged to apply and an indication in this regard will be appreciated
In the event that you do not hear from us after 2 weeks of the closing date, please consider your application unsuccessful. NACOSA reserves the right to amend and/or withdraw adverts at any time without notification. NACOSA respects the privacy of its stakeholders and will treat all personal information provided in line with our recruitment policy and in accordance with the Protection of Personal Information Act.
As part of our hiring process, NACOSA will inquire during reference checks for information about job applicants’ reference persons regarding any finding of sexual exploitation, abuse, and/or harassment as well as any other forms of misconduct.
