Key details

Job Highlight

Requirements

Experience

One (1) to two (2) years relevant administrative experience, preferably within a Monitoring and Evaluation (M&E) environment.

Knowledge

KNOWLEDGE: Public sector legislation, relevant policies and applicable legislative frameworks (including but not limited to: Public Service Act; Public Administration Management Act; Public Finance Management Act, Batho Pele White Paper, Public Service Regulations, Operations Management Framework).

Microsoft Office suite, especially Word, PowerPoint and Excel. 47 Virtual meetings (organize, host, record, transcript).

Organise virtual meetings using Zoom and/or Teams.

The utilisation of any other AI tools will be an advantage, such as Microsoft Co-pilot.

Knowledge of the M&E field will be an advantage.

Meetings management such as scheduling, agenda setting, recording and minute taking as well as developing action plans.

Ability to manage events, including venue identification, organizing accommodation, logistics, catering, transportation and cash disbursements.

Document management.

Protocol, etiquette and diplomacy.

Batho Pele Principles.

Competencies/skills Excellent oral and written communication skills.

Strong interpersonal skills.

Good writing and presentation skills.

Problem solving skills.

Operations management skills.

Database skills/data management skills

Personal Attributes

PERSONAL ATTRIBUTES: Participate in professional development growth activities for maintaining professional knowledge and staying current with practices and trends.

Ability to multi-task and organize, prioritize, and follow multiple projects and tasks through to completion with an attention to detail.

Ability to work independently while contributing to a team environment.

Commitment to quality and continuous learning.

Professional behaviour and sound judgement.

Ability to establish and maintain effective working relationships with management, employees, stakeholders, and the public.

Integrity and honesty; detail oriented; creative and innovative; ability to work under pressure.

Duties

Coordinate administrative activities that support the implementation of the NSG Monitoring and Evaluation Framework, Standard Operating Procedures (SOPs) and all related policies.

Schedule and organise virtual and in-person M&E engagements, including meetings, training sessions, workshops, review sessions and data-collection activities.

Prepare agenda items, take minutes, maintain attendance registers and track follow-up actions for all M&E-related engagements.

Maintain organised digital and physical records of projects, evaluation activities, research outputs, feedback tools and related documentation.

Draft correspondence, memoranda, submissions, reports and stakeholder communications to support activities.

Liaise with internal units such as ICT, Technical Support, Help Desk and other relevant stakeholders to resolve administrative challenges and system issues.

Support the coordination of capacity-development initiatives linked to M&E activities, including orientation sessions, presentations, webinars and institutional engagements.

Provide administrative support for the collection, organisation and management of outcomes and impact evaluation data for NSG training programmes.

Support the distribution, tracking and follow-up of feedback instruments such as REQs, FFQs and other digital evaluation tools.

Distributes datasets for capturing, monitor progress and maintain an up-to-date tracking sheet of captured and processed information.

Assist in preparing data summaries, tables, presentation inputs and formatted evaluation reports for use by the Chief Directorate.

Maintain and update databases related to evaluations, publications, knowledge-sharing events, dashboards and performance reporting.

Support the collation of trends, insights and performance information for reporting to NSG management, clients and public-sector institutions.

Contribute to the administration of the MyNSG platform for M&E, ensuring accurate, secure and organised data storage and retrieval.

Assist in managing information flows within the Chief Directorate, including filing, document version control, repository management and compliance with records-management standards.

Support the coordination and documentation of research activities, technical reports, knowledge products, dissemination events and related engagements.

Maintain updated contact lists, stakeholder registers and internal information resources for use in M&E, research and outcomes/impact functions.

Compile documents for presentations, briefings, knowledge sharing platforms and cross directorate engagements.

Support the administrative processes for organising conferences, seminars, masterclasses and webinars linked to outcomes and impact measurement.

Ensure secure storage, categorisation and indexing of datasets, evaluation reports and associated institutional knowledge.

Support staff members in retrieving relevant evaluation evidence and information for monitoring, reporting and decision- making.

Provide administrative and logistical support for internal and external stakeholder engagements, forums, technical working groups and collaboration activities.

Assist in maintaining relationships with public-sector institutions, higher education institutions, professional bodies and other strategic partners engaged in M&E and outcomes/impact projects.

Coordinate communication with stakeholders, including scheduling engagements, sharing materials, monitoring responses and tracking follow-up items.

Manage the activities of the chief directorate, including scheduling appointments and ensuring proper preparation 48 for meetings and engagements.

Coordinate documentation for budget processes, procurement planning, payments and financial administration of the Chief Directorate.

Coordinate human resource administration including leave, performance management documentation, training requests and related records.

Arrange domestic and international travel including approvals, itineraries, bookings and claims.

Manage compliance calendars, reporting schedules and submission tracking to support effective directorate governance.

Provide secretariat support for chief directorate meetings including minute-taking, recording action items and following up on implementation.

Coordinate logistical arrangements for meetings, workshops and events including venue bookings, digital platforms, catering, registers and equipment.

How to apply

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