CHRISTINA KGAGUDI

Administrative Support:
● Serves as the main Timekeeper for time and attendance in GovTA for Regional Program Office. Sends out reminders to complete and validate
timesheets; checks for accuracy. Maintains Regional Program Office leave schedules for Annual, Sick Leave.
● Establishes and maintains the official Regional Program Office files in accordance with approved Pretoria Mission Office file management procedures. File management pertains to both electronic and hard copy documents.
● Makes travel arrangements for Regional Program Office staff and visitors (Temporary Duty Travelers, Consultants, etc), including
hotel bookings, vehicle requests bookings, preparation of travel bookings/authorizations, travel advances, diplomatic
notes and country clearances.
● Works closely with Executive Office and Regional Financial Management Office to understand Agency travel policies and regulations and
guides staff with all travel authorizations and vouchers.
● Liaises with the Government of South Africa, Foreign Donor Organizations and others to set up meetings (virtual & in-person) and keep a donor
contact database.
● Monitors office space as well as supply requirements for the Regional Program Office and liaises with the Facilities Manages and works with Executive Office to
order new supplies and to ensure timely service for equipment.
● Coordinates training requests for Regional Program Office staff and attends the training committee meetings,
along with the Office Director or Deputy.
● Meets, receives, escorts and orients visitors.

Program Support and Coordination:
● Assists the Regional Program Office staff in preparing a range of program documents. These key documents for which
regular support is provided include but are not limited to the Operational Plan, the Performance
Plan and Report, Portfolio Reviews, and Mission Resource Requests.
● Manages the unsolicited proposals and mission concurrence requests for the Mission. Maintains a
log of all requests, does an initial screening, routes proposals for review and coordinates
responses.
● Generates Global Acquisition and Assistance (GLAAS) requests and other procurement
requisitions for the Regional Program Office.

● Generates procurement requisitions/requests for (Training, Travel, Consultants Contracts) for each financial year with the maximum of $1, 000 000 for the Regional Program Office.
● Assists the Development Outreach and Communications staff in preparing for high-level visits,
including preparing briefing materials, planning for site visits and scheduling.
● Develops trackers and tables for the Regional Program Office's planning, such as outlining upcoming tasks and responsibilities or tracking milestones for project design and implementation.
● Provide administration backup to other staff as appropriate.

• Office administrative support: Ensure timely, effective initiation and follow-up of a variety of administrative activities in support of the Program Office at USAID.
• Draft and finalizes some correspondence for the Office Director.
• Maintains a system for timely and accurate response to information requests and has a log in system to track all documents and correspondence that comes to the USAID Program Office, and ensure timely responses are drafted and system updated.
• Monitors and communicates important deadlines for the Office Director's attention.
• Serves as the main timekeeper for the Program Office Team.
• Manages and uploads time and attendance on USAID System 'WinTA' electronic systems.
• Keeps abreast of USAID administrative directives and activities and advises Office staff, as necessary.
• Workflow Management: Assists the Program Office in the preparation and scheduling of the annual Portfolio Implementation Review meetings.
• Develop good filing maintenance for USAID Program Office Official files, weekly reports, annual leave plans, training plans and other administrative documents.
• Schedules and organizes staff meetings for the Program Office staff members and also prepares the agenda.
• Organizes workshops and conferences held by the Office or its partners and prepare notes from these meetings.
• Coordinate and reply to invitations to meetings, conferences, seminars, etc. received by office staff and or circulate them to other relevant offices.
• Organizes Capacity Building and Team Building events.
• Travel arranger support: Arranges all aspects of official travel locally and international travels for the Office Director and the Program Office Team.
• Process all Program Office related Electronic Country Clearance requests (ECCs), assists the Program Office Team with VISA application processes, informs the Embassy for Local travel, hotel reservations.
• Arrange Motor-pool Shuttle services for travelers.
• Procurement office support: Initialize all the procurement actions on USAID system 'GLAAS' within Program Office and liaise with the Executive Office, Finance Office and Procurement Office.
• Manages the electronic Program Office Directory in the Mission Public Files in accordance with Agency rules/guidance, keeps it up-to-date, well-organized to ensure that relevant Program Office documents are appropriately filed.

• Ensure client satisfaction by liaising with the Training Managers or HR Managers/Officers or any responsible person and the Finance department to schedule & confirm training dates.
• Record all the training activities and to Finance department for the issuing of invoices.
• Take the responsibility for the changing dates & inform the client & relevant facilitator.
• Liaise timeously with Facilitators & Consultants to ensure that training is delivered effectively & on time.
• Ensure in collaboration with the Qualification Managers that all training sessions have facilitators and send out emails to confirm the dates with the Facilitators on a monthly base.
• Ensure that training requests are sent out on time to Process facilitators.
• Oversee that the course material is prepared according to standards and available in advance for collection.
• Send a week training date list to Finance departments not later than Friday.
• Communicate on a weekly basis with the Training Managers or clients to confirm training dates & venue details.
• Administer & manage all processes from the training request to the final recording of learner data.