Job Description

Main purpose of the job:

• To deliver a comprehensive approach to operational efficiency in a specified geographical area by assisting the project team with all operational functions, systems and processes

Location:

• NDOH Offices, City of Tshwane (Pretoria)

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 IS team
• Integrate effectively with the Wits RHI 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, reconciliation 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 providerxe2x80x99s requirements
• Ensure timeous monthly submission of HR-related documents (leave forms and timesheets
• Arrange travel for teams and manage and submit all claims to the Finance
• Follow up daily with finance and procurement on open queries/tasks
• Book meetings and conference venues and be the point of contact for all delegates to manage attendance registers and required travel and accommodation
• Assist the Project Operations 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
• Data Entry: Inputting information into databases or computer systems accurately and efficiently
• Data Verification: Ensuring the accuracy and completeness of data by cross-checking and verifying information
• Record Keeping: Maintaining organized and secure records of data for easy retrieval and reference
• Data Cleaning: Identifying and correcting errors or inconsistencies in the data to maintain data quality
• Database Management: Managing and updating databases or information systems to reflect changes or additions
• Reporting: Generating reports or summaries based on the collected data for analysis or decision-making purposes
• Communication: Collaborating with other team members or departments to gather or clarify information
• Confidentiality: Handling sensitive information with discretion and ensuring data security and confidentiality
• Quality Control: Implementing quality control measures to ensure the accuracy and reliability of data
• Problem Solving: Addressing issues related to data entry, integrity, or system functionality
• Play a role in maintaining the integrity of a programme's data, which is vital for informed decision-making and overall operational efficiency
• The specific requirements for this position may vary, but attention to detail, organizational skills, and proficiency in relevant software and data management tools are typically essential
• 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 driverxe2x80x99s license

Required minimum work experience:

• 4 Years of Office Administration experience in a medium to large-sized organization
• Working knowledge of operations and financial systems and processes

Desirable additional education, work experience and personal abilities:

• Some exposure to project management/NGO environment would be useful
• Experience working in a donor-funded organization 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

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: 30 November 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.

AJ Personnel