Job Description

Job Summary Division: Wits Mycology
Main purpose of the job:

• To provide comprehensive administrative and operational support across multiple research projects within the Wits Mycology Division, ensuring efficient coordination of project activities, procurement processes, event planning, travel logistics, documentation, and stakeholder communication to enable the seamless execution of all projects

Location:

• Wits Mycology at NICD, 1 Modderfontein Road Sandringham, Johannesburg

Key performance areas:

• Manage, track and update the project activities diary
• Facilitate shipping and delivery of consumables between sites using the DHL system
• Handle internal and external project related queries by processing the information received accurately and engaging PMO where necessary
• Support stakeholder management activities and tracking of customer complaints
• Assist with project procurement needs within the budgetary and procedural guidelines, including sourcing of quotes, initiating PO's, requesting invoices and statements from suppliers, reconciliation of open POs
• Liaise with IT to log queries on all matters relating to IT support functions for the projects
• Assist in preparing reports and presentations
• Work with the NICD drivers to facilitate delivery within Johannesburg sites and WHC head office
• Maintain a safe clean office environment
• Assist with coordinating and scheduling relevant appointments, trainings, meetings and events - including stakeholder consultations, trainings with external partners
• Assist with drafting and sending out invitations, collate RSVP`s, book venues, collate training/meeting materials, prepare attendance registers and keeping record of all the attendances
• Assist with coordinating travel (international and local) and accommodation bookings, sending out itinerary as and when required
• Including travel request forms and other travel-related requirements
• Assist to take minutes at relevant meetings, including capturing discussion and action points, format and disseminate within two working days
• Assist with arranging Forex and claiming voyager mileage (where necessary), process travel expense claims and coordinate per diem and reimbursement for meetings/ training
• Maintain a calendar of events for all activities within the project
• Assist with updating the asset and tracking changes
• Assist to fulfil requirements stipulated in the Device Management SOP
• Assist to coordinate and facilitate communication on asset loss, damage, theft and replacement with project team
• Responsible for project documentation filing
• Electronic scanning and filing into respective folders for easy retrieval
• Custodian of training material and project related documentation
• Assist with completing documents for project close-out
• Assist with maintaining project SharePoint folders
• Work closely with the division to support and assist with compiling information /data for updating of the division website and related material
• Assist with the division's Quarterly Newsletter
• Track the division's publications and capturing thereof

Required minimum education and training:

• Matric Certificate
• Qualification (Degree / Diploma) in Public Administration, Business Administration or related field

Required minimum work experience:

• 2-4 years of Administrative experience, preferable within a Research, Academic, or Public Health Environment

Desirable additional education, work experience and personal abilities:

• Strong administrative, organizational, and communication skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams, Outlook)
• Excellent attention to detail and ability to multitask under pressure
• Experience in asset and inventory management
• Understanding of procurement and financial processes
• Strong interpersonal and teamwork abilities with a professional demeanor
• Adaptable, reliable, and solutions oriented
• Customer service experience or client-facing environment advantageous
• Familiarity with the South African health sector desirable

TO APPLY:

• Only if you meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV
• Please Apply Online and complete your registration via our website to enable and protect you as a candidate, and to accept the new POPIA terms and conditions
• This will then create your permanent profile with which you can apply for all jobs as advertised by AJ PERSONNEL
• However, you may remove your profile from AJ PERSONNEL when you are no longer in the job market
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position
• 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
• Closing date: 17 December 2025
• Note: No CV will be accepted after the closing date

Please note:

• WHC, in accordance with its 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
• AJ Personnel is only responsible for advertising and the response handling on behalf of their client Wits Health Consortium
• AJ Personnel does not have any salary or other information regarding the position

AJ Personnel
Recruiter

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