Website NACOSA
NACOSA is a network of over 1,500 civil society organisations working together to turn the tide on HIV, AIDS and TB in Southern Africa. NACOSA promotes dialogue, builds capacity with accredited training, mentoring and technical assistance and channels resources to support service delivery on the gro… read moreund, particularly among children and youth, key populations and women and girls. As a principal recipient of the Global Fund and in partnership with USAID and PEPFAR and other public and private sector partners, NACOSA works at all levels – from international agencies and national government, right though to sub-district services and small, community groups. NACOSA acts as a bridge between people and health and social services. The NACOSA Training Institute is a centre of excellence providing affordable, accredited and quality training and development opportunities to organisations, businesses and their frontline staff. NACOSA represents a global community of learning drawing on the latest experience from the field. 3rd Floor, East Tower Century Blvd Cape Town 7441 | PO Box 33 Century City 7446
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
Requirements
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
Apply via company website ( http://www.nacosa.org.za ) or
nacosa.mcidirecthire.com
To apply for this job please visit nacosa.mcidirecthire.com.