Administration Officer (Intern) | NSS 25 views

Administration Officer (Intern) | NSS
Project Overview and Role:
The NSS Administration Officer – trainee will be trained by the NSS Head Office Operations Support (Program Manager, Operations) (HOOS) and the NSS Office Manager to handle all administrative requirements of the program effectively and efficiently.
The NSS Administration Officer – trainee will be responsible for supporting all program administration functions ensuring prompt and accurate processing of all administrative requests, including accurate execution of financial processes and HR, including contracting and payroll, and asset/inventory management, as well as maintaining accurate inventory records and stock levels.
The Administration Officer – trainee role is required to deliver a high standard of work in line with company, contractual, legislative and safety procedures for NSS.
The Administration Officer – trainee may be required to perform other duties, as required, to ensure the program is delivered as per the scope of the Head Contract.
Primary Duties and Responsibilities:
The Administration Officer – trainee will:
On-the-job training
Receive on-the-job training in administrative duties and tasks to support the high-level functioning of the NSS program, in line with relevant policies, procedures and guidelines (as per the NSS Program Management Manual).
Administrative tasks
Support the Office Manager in managing the program’s administrative tasks and duties, including managing and maintaining all office records, filing and archiving.
Support the Office Manager to complete payroll functions on time (including collecting timesheets and ensuring they are correct).
Support the Office Manager to compete and submit field vouchers and other financial tasks on time.
Prepare, review and process requisitions and purchase orders for goods and services.
Record and follow up any enquiries, as directed by the NSS ICOM, NSS Office Manager and/or HOOS.
Task tracker
Support the day-to-day management of program tasks being assigned to program team members and accurately update and maintain the program task tracker.
Assets and inventory management
Assist the NSS ICOM and NSS Office Manager to accurately maintain the company’s assets and inventory system by identifying surpluses, shortages, peak demands and data validation within the inventory.
Administer all documentation as per the defined procedures, ensuring that all documentation is accurate and legible, including but not limited to all electronic records on the company’s inventory system.
Maintain effective stock control at all times, ensuring minimum and maximum stock thresholds are maintained and take part in stocktakes.
Ensure periodic checks of inventory against the electronic records, and the physical condition of stocks are carried out and recorded weekly.
Maintain a professional manner with both internal and external stakeholders.
Comply with the organisation’s workplace policies, procedures and health and safety standards at all times.
Perform other duties as assigned by the NSS ICOM.

Required Qualifications:
Some experience working as an administrator – not required.
Basic level of knowledge and experience using computers.
Basic level of knowledge and experience using software applications – Excel, Microsoft Word, PowerPoint and database management etc.
Basic level of planning and organisational skills. Good time management.
Good oral and written communication skills, including some experience in writing letters or documents and communicating via email.
Demonstrated commitment to gender equity and HIV mainstreaming.
Company Overview:
About Palladium – Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world’s most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people’s lives.
Equity, Diversity & Inclusion – Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.
Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.
Safeguarding – We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.
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