Local Office Administration Officer Job at International AIDS Society
Durban has been selected to host the 21stInternational AIDS Conference (AIDS 2016). The IAS organizes the world’s two most prestigious HIV conferences, each convened biennially in alternating years. The International AIDS Conference is the largest conference on any global health or development issue, and provides a unique forum for the intersection of science and advocacy. The IAS Conference on Pathogenesis, Treatment and Prevention brings together a broad cross section of HIV professionals and features the latest HIV science, with a focus on implementation – moving scientific advances into practice.
Founded in 1988, the International AIDS Society (IAS) is the world’s largest association of HIV professionals, with members from more than 180 countries. IAS members work on all fronts of the global response to AIDS, and include researchers, clinicians, policy and programme planners and public health and community practitioners on the frontlines of the epidemic.
More information on AIDS 2016 can be found at www.aids2016.org.
Details of Employment:
The Administration Officer will be based in Durban, South Africa and report to the Head of Local Office (HLO) also based in Durban. The position is full-time and will last 11 months from mid-September 2015 to 12th August 2016.
Purpose of the Position:
The Administration Officer is responsible for maintaining day to day administrative and personal assistant services in order to support the HLO.
Main Responsibilities:
- Assist in coordinating and implementing AIDS 2016 Local Office activities, including the provision of logistical support, scheduling, meetings and stakeholder engagements;
- Assist with preparation of the stakeholder engagements and follow up on meetings and queries;
- Arrange meetings for HLO, prepare agenda and take minutes of meetings for both internal and external meetings;
- Prepare reports and record of activities, dialogues, workshops and other events related to AIDS 2016 conference;
- Manage the repair and maintenance of computer and office equipment and all issues requiring the intervention by landlord;
- Develop and maintain systems and processes which effectively record, manage outputs (deliverables) of the AIDS 2016 Local Office;
- Perform other related duties as required by the HLO.
Academic Qualifications:
- A degree in business administration, social sciences or hospitality management or a related field is favorable.
Work Experience:
- 3 to 5 years’ experience in an administrative role;
- Experience working with and supporting volunteers and committees.
- Basic knowledge of HIV/AIDS required.
Skills/Competencies:
- Excellent organizational, coordination and problem solving skills;
- Strong communication skills, including the ability to interpersonally liaise across a diverse range of stakeholders, cross-culturally, with community, government, donors, academic and private sector. Communication skills required are extended to writing and presenting in English;
- Ability to handle multiple tasks and meet deadlines under pressure in a fast-paced, complex, multi-stakeholder environment;
- Ability to provide general administration relevant to the planning and coordinating an large scale event;
- Competency in Microsoft Office Suite applications (MS Office), and a willingness to learn and use tailor designed applications for events logistics procurement administration;
- Able to work a flexible schedule including some evenings and weekends, increasingly during the lead up and conference period.
Languages:
- Strong and demonstrated English language communication skills both written and oral are essential for this position;
- Knowledge of other South African languages is a plus.
HOW TO APPLY:
Interested and qualified candidates should send their CV and a cover letter, in English and by email only, to [email protected] by Thursday 23rd July 2015.
Only candidates from South Africa or those who already have a valid South African working permit will be considered. Valid driver’s licence is a requirement.
The IAS is committed to recruiting and sustaining a skilled, effective, diverse and gender-balanced secretariat, and to the greater involvement of people living with HIV (GIPA) in all aspects of its work.People living with HIV are strongly encouraged to apply.