Job Description

Project Administrator / Secretary

Reports to: Director / Senior Project Officers

Location: Cape Town

Overview

The Project Administrator / Secretary will provide comprehensive administrative and project support to the Director and wider team. This role requires excellent organisational skills, strong communication abilities, and the capacity to coordinate multiple activities across offices, projects, and stakeholder groups. The successful candidate will ensure the smooth running of daily operations while assisting in the effective implementation of programmes, events, and project activities.

Key Responsibilities

1. General Secretarial Duties

• Manage written and verbal correspondence
• Maintain and update the Director’s diary, team schedules, and weekly event lists
• Attend meetings and provide administrative support
• Coordinate local and international travel arrangements, including related accounting processes
• Welcome and host visitors and guests

2. Administrative Duties

• Oversee general office management, filing systems, and administrative processes
• Prepare and assist with procurement procedures
• Manage petty cash and related administration
• Perform general administrative tasks as required

3. Project Support

• Draft reports, minutes, and project documentation
• Assist senior project officers in planning and organising capacity-building activities (online and in-person)
• Support the coordination of delegation programmes in Africa and abroad
• Arrange and manage expert visits to South Africa
• Plan and organise conferences, seminars, and workshops
• Prepare project activity reports in line with organisational and donor reporting requirements
• Assist in the implementation of project activities across the Foundation’s programmes
• Provide translation support (German–English) if applicable / optional

4. Monitoring & Evaluation

• Prepare monitoring and evaluation questionnaires
• Distribute and collect evaluation tools
• Compile evaluation results and report them to the Senior Project Officer and Regional Representative

5. Additional Duties

• Perform other tasks and responsibilities as assigned by the Director or project team