Administrative Assistant – Pretoria, South Africa 16 views0 applications

Candidates must be legally authorized to work daily in Pretoria, South Africa.

Position Summary

The Humanitarian Assistance Support Contract (HASC) brings together exceptional institutional support experience, technical leadership, and an unmatched commitment to US missions. HASC supports the U.S. Department of State’s (DOS) humanitarian assistance, disaster response, and foreign assistance across multiple bureaus. Team Credence, through the HASC, delivers operational and administrative support to provide and coordinate humanitarian assistance and maintain 24/7 response capability.

HASC is seeking an Administrative Assistant to support the assigned post in Pretoria, South Africa. This is a full-time, on-site contract opportunity. The salary will be commensurate with the local compensation for an equivalent FSN-08 position in South Africa.

This position provides the Bureau of Disaster and Humanitarian Response (DHR) staff with overall office support in operations and logistics, communications, file management, site and high-level visit support, travel coordination, government outreach, and information management.

Day-to-day oversight of the position will be provided by a designated DOS government technical manager (GTM), with formal supervisory and evaluation functions performed by a Team Credence contract supervisor.

Essential Duties and Responsibilities:

Under the direction of the DHR Office Director or other direct hire, the Administrative Assistant will do the following:

• Maintain activity calendars and team schedules;
• Coordinate timely travel and logistics for DHR staff and other USG officials, to include processing travel authorizations, submitting country clearance and visa requests, making lodging and transportation reservations, submitting for travel locators, and submitting and tracking travel vouchers;
• Process ILMS requests, RSO access requests, myServices and e-travel arrangements, and other administrative tasks for DHR staff using State Department systems;
• Organize team meetings, calls, or other events, including sending out invitations and reminders, developing agendas, and managing room or facility reservations, phone bridge lines, and other logistics;
• Establish and maintain DHR Contacts database and serve as a point of contact for internal staff and external implementers and contacts;
• Attend meetings and events on behalf of a team in a note-taking or administrative- support capacity;
• Create and manage folders and filing systems on behalf of a team;
• Support the onboarding of new and/or TDY staff of various hiring mechanisms;
• Draft, update, edit, and/or coordinate the collaboration on programmatic, technical, or administrative memos and other documents;
• Facilitate the clearance of programmatic, technical, or administrative memos and other documents;
• Research, collect, and analyze data in response to internal or external data requests;
• Compile input from DHR staff for routine or ad hoc information requests, including trip reports, quarterly reports, and data calls;
• Track management and administrative taskers to ensure that deadlines are met;
• Ensure records retention according to federal policies and archive documents;
• Update programmatic, technical, or administrative trackers/databases and consistently monitor data quality;
• Escort DHR guests and visitors;
• Manage Time and Attendance (T&A) reports and keep T&A records for DHR team;
• Obtain quotes and prepare purchase orders for office and miscellaneous supplies; and
• Perform other related duties as assigned.
• May be required to travel within the region or internationally to provide administrative and logistical support for disaster and humanitarian response operations.

Minimum Qualifications:

Education and Experience: A bachelor’s degree and 1-2 yearsof relevant experience in administrative, office management, or executive support roles.

Other Requirements:

• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience using administrative or workflow tools (e.g., expense systems or travel platforms).
• Strong written communication skills for drafting emails and basic correspondence.
• Prior US Federal experience, knowledge of Foreign Affairs Manual (FAM), the operations of US overseas diplomatic posts, Federal Travel policies, and other Federal regulations a plus.
• Prior experience in international development and/or humanitarian assistance is a plus.
• Candidates must be legally authorized to work daily in Pretoria, South Africa.
• Candidates must be able to obtain and maintain a security clearance.

How to apply

To apply, please submit resume and cover letter to [email protected].

Please provide ONLY the following personal information on your resume: Name, telephone number, and email address.

In your cover letter please include a brief one-paragraph summary of your recent and relevant experience related to this role along with your responses to the following:

1. Full Legal Name
2. Telephone number and e-mail address
3. City and Country of residence
4. Country of Citizenship
5. Highest level of Education completed and number of years of experience related to this role
6. Willing to undergo the mandatory background check process for this role? Yes/No
7. Willing and able to travel, as needed, for this role? Yes/No
8. List all languages in which you are proficient in a work environment (speaking, reading, and writing)
9. Date when available to start a new job
10. Desired Compensation

If you meet the minimum requirements, you may be contacted for an initial screening.

Thank you for your interest!