About the position
Background:
- The Wits Reproductive Health and HIV Institute (Wits RHI) is a renowned African-led research institute that seeks solutions to Africa’s health challenges
- It is located within the University of the Witwatersrand and addresses some of the greatest public health concerns affecting our region, including HIV and its related problems, sexual and reproductive health, and vaccinology
Main purpose of the job:
- To manage reliable asset data and information through an effective asset management system and provide operational support
Location:
- 7 Esselen Str, Hillbrow, Johannesburg
Key performance areas:
- Assist in developing, implementing, and maintaining best practice asset management systems and processes
- Develop, create, and enhance the management and presentation of asset data, information, and reports
- Maintain an accurate asset register and inventory system for all Wits RHI Units
- Provide real time asset data and information as requested
- Conduct and monitor effective asset surveys and condition ratings
- Collect, store, and save data reporting
- Prepare statistical reports, statutory reports and asset valuations
- Manage asset disposal agreements and dispose aged assets
- Integrate SHE and contractual requirements within the asset portfolio
- Assist in designing and implementing an overall asset risk management process
- Oversee, and in some areas implement, the plan of risk control actions (e.g., Insurance, OHAS measure, liaison with compliance department and internal reporting)
- Conduct monthly stock takes to assist and prepare for major stock takes and audits
- Conduct bi-annual stock takes of all assets
- Verify assets status and /or life cycle
- Inspect, verify and check delivered goods and stock
- Check that all documents are accurate and correct i.e., purchase orders, invoices, delivery notes etc.
- Reconcile delivery notes with purchase orders and record serial numbers where applicable
- Obtain relevant information and documentation from suppliers
- Maintain sound working relationship with suppliers
- Provide feedback to stakeholders on consumables received and ensure relevant documentation is completed
- Dispatch office consumables, equipment, and assets according to policies and procedures
- Forward invoices and documents to Procurement for processing payment
- Request office consumables orders well in advance
- Act as the first point of contact in assisting staff with asset related queries and if applicable, redirect it accordingly
- Screen telephone calls and emails, enquires or requests and handle them when appropriate
- Assist in the preparation of relevant site audits
- Devise and maintain relevant office systems such as electronic and manual filing and storage systems
- Perform any other ad hoc administration duties as assigned
- Maintain a complete incident register of all the reported incidents and ensure that all incidents are completed and finalised
- Engage with stakeholders across the organisation, studies, compliance team, WHC Assets Team and External Auditors
- Attend to all staffing requirements and administration including induction, probation, and discipline
- Ensure that the performance management system is in place and implemented
- Attend all HR cases related to assets for effective processing and information sharing
- Take ownership and accountability for tasks and demonstrates 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 for driving own career by participating in ongoing training and develop activity
- Facilitate the issuing of assets to authorized staff, ensure sign-off, and process asset returns during exits or role changes
- Conduct regular basic asset condition checks and report damaged, lost, or missing assets to the Project Management and Asset Management team immediately
- Capture and update asset details accurately into the asset management system
- Report changes to asset status, location, or custodian and facilitate the completion of relevant documentation and record this accordingly
- Apply safeguarding controls and educate staff on asset responsibility
- Complete incident reporting and initiate preliminary investigations for any assets that are either damaged or lost
- Conduct quarterly asset verifications within your project / programme, compile a report for any discrepancies found and escalate this to Wits RHI asset management
Required minimum education and training:
- Degree/Diploma in Finance, Operations or Supply Chain Management
Required minimum work experience:
- Minimum of 5 years’ experience Operating an Asset Management System
Desirable additional education, work experience and personal abilities:
- Experience working with a donor funded organization/NGO or project-based environment
- 3 years’ experience in a financial environment will be advantageous
- Exceptional organization and administrative skills are required together with working knowledge of Microsoft Office
- Valid driver’s licence
- Attention to detail
- Assertive, confident, and adaptable
- Pro-active, able to exercise discretion and independent decision making
- Able to priorities own workload and work to deadlines
- Able to work independently and work as a part of a diverse and multi -disciplinary team
TO APPLY:
- Only if you meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV and a cover letter (maximum one page)
- 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: 09 June 2026
- 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
Desired Skills:
- Administration
- Financial Environment
- Hillbrow
- Asset Controller
- NGO
- Donor funded
- Degree
