20/07/2023
[Project Administrator– SAAYC Food Security
Programme]
The Southern African Association of Youth Clubs, a youth development organization formed primarily to
serve young people as well as to offer its services to the broader Southern African community, invites a
suitably qualified candidate to apply for this internship opportunity:
Position: Project Administrator (Food Security Programme)
Stipend: R10,000.00 per month
Requirements:
• Bachelor’s degree in business administration, Project Management, or a related field.
• Proven experience in administrative roles, preferably in food security or community development
programmes.
Job-related Skills:
• Strong organizational and time-management skills with the ability to prioritize tasks effectively.
• Proficient in data management, capturing, and analysis.
• Excellent verbal and written communication skills.
• Proficiency in MS Office suite (Word, Excel, PowerPoint).
• Knowledge of financial procedures and budget management.
• Ability to work collaboratively in a diverse team and foster a sense of community engagement.
• Understanding of sustainable food production, food security, and related challenges in the South
African context would be an advantage.
Job Duties:
1. Programme Administration:
• Acting as a point of contact for administrative inquiries and provide timely and helpful responses.
• Supporting the Programme Manager in organizing and coordinating project activities.
• Assisting in the development of work plans, timelines, and schedules.
• Liaising with relevant programmes team, stakeholders, partners, and community members to
ensure smooth project implementation.
• Proactively identifying areas for process improvement within the administrative functions of the
programme.
• Collaborating with team members to implement changes and enhance overall efficiency.
2. Data Capturing and Reporting:
• Collecting and collating data from various programme activities, beneficiaries, and partners.
• Collecting and collating timesheets from coordinators, organisations, team leaders and prepare
for submission to HR and Finance.
• Maintaining accurate and up-to-date records of project activities and beneficiaries.
• Preparing regular progress reports and submit them to the Programmes Manager.
• Collaborating with the monitoring and evaluation team to collect and analyze data for impact
assessments.
• Assisting in conducting surveys and assessments to gather feedback from beneficiaries and
stakeholders.
• Contributing to the preparation of evaluation reports and recommendations for program
improvement.
3. Logistics Management:
• Coordinating the procurement, storage, and distribution of food security programme resources.
• Overseeing the transportation of goods and resources to various project sites and beneficiaries.
• Maintaining inventory records and ensure adequate resources for beneficiaries are maintained.
• Supporting the planning and ex*****on of workshops, training sessions, and community events
related to the food security programme.
• Coordinating logistics, including venue booking, catering, and event promotion.
4. Financial Management:
• Assisting in preparing and managing budgets for the food security programme.
• Tracking expenses, reviewing financial reports, and processing payment requests through SAAYC
procedures.
• Collaborating with the finance team to ensure compliance with financial procedures and
regulations.
5. Requisitions and Procurement:
• Assisting in preparing procurement documents and requisitions for necessary materials and
services.
• Coordinating with service providers and ensure timely delivery of goods and services.
• Conducting periodic evaluations of service providers and recommend improvements as needed.
6. Communication and Outreach:
• Participating in meetings, workshops, and training sessions related to the programme.
• Facilitating communication between various stakeholders, including youth participants,
volunteers, and community members.
• Contributing to public awareness campaigns and community engagement initiatives.
7. Record Keeping and Documentation:
• Maintaining comprehensive and organized records of programme-related documents, including
contracts, agreements, and meeting minutes.
• Ensuring that all administrative documentation is properly filed and easily accessible for future
reference and audits.
Duration: 5 Months (01 August 2023 – 31 December 2023)
Location: SAAYC National Office - Randburg
Reports to: Programmes Manager
Forward your applications to: e-mail [email protected].
All applications must be accompanied by certified copies of qualifications, detailed curriculum vitae and
traceable references.
Closing Date: Tuesday, 25 July 2023
