Logistics and Administration Officer At Freedom House

With support from USAID, the PROGRESS Consortium is currently implementing the Advancing Rights in Southern Africa (ARISA) Program a 5-year project to improve the recognition, awareness, and enforcement of human rights in the region, including protection of the region’s most vulnerable and marginalized groups. The Progress Consortium is led by Freedom House, and its partners the American Bar Association (ABA), Internews and PACT. The Program works in eight (8) countries and focuses on the following thematic issues which have been identified as crucial for the promotion of human rights in the region:

  • Women’s customary land rights.
  • Rights of indigenous populations
  • Media freedoms and digital rights
  • Protection of Human Rights Defenders

Role Overview:

Reporting to the Chief of Party (COP), the individual will be responsible for coordinating all logistics related to program activities, including liaising with vendors, travel agents, service providers and partners. They will provide administrative and executive support to the Chief of Party and manage the administrative needs of the ARISA Advisory Council. They will also provide administrative support to selected consultants where required.

Job Description:


  • Oversee and coordinate logistics within the Program including travel arrangements, liaising with travel agents, transport and accommodation vendors, and managing M&IE disbursements during travel for the team, regional and international staff, partners and participants at ARISA events.
  • Review, improve and implement proper logistics policies, procedures, and processes.
  • Document events/trainings, including filing and storing event photos, reports, invitation lists, agendas, etc. electronically and when appropriate, in hard copy form.
  • Distribute internal plans and calendars of events to the ARISA team such as dates of review meetings, program activity trackers etc.

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Administrative Support

  • Diary management for the COP as required, along with call and meeting scheduling, as necessary.
  • Set up internal/external meetings with team members and other internal and external partners as required.
  • Act as the point of contact for the COP where required.
  • Manage information flow in a timely and accurate manner.
  • Respond timely to ad hoc administration requests from the COP and the Council, including drafting letters, making calls, printing/scanning/binding documentation as required and undertaking research as instructed.
  • Assisting with the COP and Council’s personal office administration – expense claims, and information, delivery of documents etc.
  • Ensuring the COP is kept up to date with any information relating to partners that related to ARISA’s work
  • Track daily expenses and prepare weekly, monthly, or quarterly reports where necessary for the COP and selected consultants.
  • Support with timesheet completion for the COP and selected consultants and chase any submission delays.
  • Minute taking, where required.
  • Preparation of meeting rooms, meeting packs and catering for meetings to be held by the COP.
  • Assisting with Advisory Council functions (sending invitations on behalf of ARISA, setting up dates of meetings, arranging catering and setting up of boardrooms etc.)
  • Arranging onboarding for new staff, team building events, new staff welcoming events and farewells.
  • Where applicable welcome and assist visiting staff with meetings, parking and catering needs.

Qualifications and Experience:

  • Bachelor’s Degree, Post Graduate Diploma or Professional Degree in Administration/ Management/Logistics or equivalent.
  • At least 3 -5 years of experience in the related field is required for this position.
  • Demonstrated interest in, and knowledge of Sub-Saharan Africa; strong interpersonal skills; excellent organizational and communications skills.
  • Experience performing basic administrative tasks in an office environment; an ability to work collaboratively with numerous teams including programs and finance. Experience of working with advisory boards an advantage.
  • Proficiency in MS Office suite; specifically Excel, Word and Outlook;
  • Knowledge of international human rights, democracy, and rule of law issues is highly desired.
  • Fluency in oral and written English is required. Additional fluency in Portuguese is an advantage.
  • Position is based in Johannesburg, South Africa, with possible regional travel required;
  • Ability to maintain the highest degree of confidentiality regarding all aspects of work at all times.

Competencies and Behaviours:

  • Excellent at building, maintaining and managing strong relationships across the Program.
  • Confident engaging with stakeholders at all levels.
  • Able to work with minimal supervision, make decisions, take ownership and accept accountability.
  • Working in a fast-paced environment, with the ability to make changes in the moment to deliver.
  • Resourcefulness and an ability to solve problems.
  • Excellent organisation and planning skills.
  • Pro-active and have great attention to detail.

Disclaimer: This job description is only a summary of the typical functions of the job. It is not an exhaustive or comprehensive list of all possible job responsibilities, tasks and duties. The responsibilities, tasks, and duties of the jobholder may differ from those outlined in the job description and that other duties, as assigned, may be part of the job. Freedom House may add, change, or remove essential and other duties at any time.

We invite qualified candidates to send a CV and cover letter with a desired salary. Candidate cover letters should specifically address how their previous experience relates to the duties and qualifications listed above. Only candidates who respond to these as well as the salary requirements will be considered for the position.

Only candidates who have been selected for an interview will be contacted.

This position is open to those legally authorized to live and work in South Africa. Please note that all applications must be made in English.

Freedom House is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture, and nationality.

How to apply