Job Description

Job Summary

Main purpose of the job:

• To support efficient operations in a specified geographical area by assisting with all operational functions, systems, and processes

Location:

• Makhado, Louis Trichardt - Limpopo

Key performance areas:

• Typing and drafting of documents, including letters, memos and reports when required
• Perform general office duties when required including minute taking, printing, co-ordinating meetings and training sessions
• Provide operational and administrative support to the site-based team
• Integrate effectively with the WRHI Key Populations Programme Operations Team as and when required
• Provide daily support and co-ordination of procurement and administration including but not limited to travel, meetings, all IT-related support, stationery and consumables, training logistics, asset management and control, centralised reporting collation, reconciliations, and dissemination of information
• Ensure implementation and maintenance of all Standard Operating Procedures
• Provide training and up-to-date information to staff on new and existing policies, procedures and SOPs when required
• Ensure compliance with respect to donor and or provider's requirements
• Ensure timeous monthly submission of HR-related documents (leave forms and timesheets)
• Assist office manager with compiling monthly operations feedback reports and disseminate them to relevant internal and external stakeholders
• Integrate operational feedback from quarterly reports into the programme implementation plan and subsequent progress reports
• Participate actively in the generation of required donor reports and other Wits Institute reports if and when required
• Participate in regular planning sessions with Programme Managers and/or project Teams to ensure efficient and effective operational support
• Take ownership and accountability for tasks and demonstrate effective self-management
• Follow through to ensure that quality and productivity standards of own work are consistently and accurately maintained
• Maintain a positive attitude and respond openly to feedback
• Take ownership of driving own career development by participating in ongoing training and development activities

Required minimum education and training:

• Relevant Certificate or Diploma in Business Administration
• Computer literate in standard MS Office packages
• Valid driver's license

Required minimum work experience:

• 2 Years' office administration experience in a medium to large-sized organisation
• Working knowledge of operations and financial systems and processes

Desirable additional education, work experience and personal abilities:

• Comfortable with working with sex workers key populations
• Some exposure to project management/NGO environment would be useful
• Experience working in a donor-funded organisation or NGO
• Exceptional organization and administrative skills with working knowledge of MS Office
• Own, reliable transport preferred
• Able to maintain confidentiality, tact and professionalism at all times
• Able to exercise discretion, high levels of initiative and independent decision-making
• Must be assertive, confident, and adaptable
• Self-motivated, able to work independently and work as part of a multi-disciplinary team
• Positive, energetic, team player
• Ability to adapt to complex situations, ability to manage stress, self-starter, ability to deliver goals pro-actively, creative thinker, goal orientated
• A thorough and accurate approach to work
• Attention to detail
• Excellent communication skills

Demands of the job:

• Able to work in a demanding environment and adapt to changes
• Travelling (own transport) and overtime may be required from time to time
• Must be contactable after hours for any unplanned emergencies or queries
• Must be prepared to assist with monitoring and evaluation/ data management activities

Communications and relationships:

• Ability to establish and maintain effective working relationships with internal stakeholders at all levels within the organisation, as well as all external stakeholders

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please Apply Online.
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
• The closing date for all applications: 04 September 2023.
• Note AJ Personnel is fully POPI compliant.
• Note WHC, in accordance with their Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.

Please note:

• AJ PERSONNEL is only responsible for the advertising of the advertisement on behalf of their client Wits Health Consortium.
• Wits Health Consortium will only respond to shortlisted candidates.
• Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.
• AJ Personnel does not have any salary or other information regarding the position.

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