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:
- Provide high-level, independent operational and administrative support to the Research Director and Portfolio Manager to ensure efficient and effective management of the Research Team
Location:
- 7 Esselen Street, Hillbrow, Shandukani CRS
Key performance areas:
- Director diary management inclusive of coordinating and scheduling appointments and meetings, recording of events and meetings
- Research Team calendar management
- Assist with Stakeholder management such as implementation of high-level visits, inclusive of training and meeting coordination
- Management of Research Team events
- Document preparation and file management e.g. CV, professional registration and insurances
- Monitor office suppliers for the Director and order replacements (including all IT equipment)
- Institutional data collection and report preparation
- Support Director with staff meeting schedules and assessments
- Book, coordinate and confirm travel arrangements (flights, accommodation and transport)
- Research travel destinations and ensure that Director/Team is aware of any new development and/or requirements with regard to travel i.e. vaccinations etc.
- Prepare itinerary and travel information as required
- Ensure that per diems are processed timeously for each trip planned
- Process travel expense claims
- Prepare meeting schedules, and coordinate visitors
- Review and monitor monthly credit card reconciliations and ensure compliance with WHC financial policies
- Monitor operational expenditure and follow up on outstanding purchase orders, invoices and supplier payments
- Review invoicing requests before submission to the Grants Team and monitor billing timelines
- Prepare expenditure summaries and financial reports for the Portfolio Manager
- Identify financial risks and implement corrective actions for operational finance processes
- Co-ordinate the presence of key members at relevant conferences, meetings or events
- Co-ordinate monthly updates from key staff members and report to the Director
- Promote harmony, teamwork and sharing of information
- Coordinate recruitment logistics and onboarding with HR
- Mentor Operations Team
- Develop and monitor operational work plans and service delivery trackers
- Manage departmental quality assurance activities
- Analyse operational performance and identify process improvement opportunities
- Analyse operational data and prepare management reports
- Monitor departmental KPI's and prepare performance reports
- Recommend operational efficiencies to the Portfolio Manager
- Maintain operational risk register and escalate risks
- Coordinate annual calibration schedules and service providers
- Coordinate reimbursement process and resolve operational queries
- Coordinate operational systems set-up
- Coordinate contract workflow with Stakeholders
- Compile monthly operational reports and dashboards for the Portfolio Manager
- Oversee equitable and compliant asset allocation to approved projects and authorized users
- Manage compliance across the asset lifecycle alongside Project Management and HR
- Oversee investigations and AOD (Acknowledgement of Debt) processes for damaged or lost assets
- Review and validate the accuracy of the asset register every quarter
- Ensure staff are aware of and compliant with asset safeguarding policies
- Coordinate investigations with HR and Asset Management when incidents occur
- Lead asset verification processes and exceptional management corrective actions
- Maintain alignment with policies, Donor requirements, and audit standards
- Formally receive, verify, and record all acquired assets to ensure financial integrity
- 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 development by participating in on-going training and development activities such as forums, conferences, policy setting workshops etc.
Required minimum education and training:
- Bachelor’s Degree or relevant qualification / experience
- Proficiency in Microsoft Office and PowerPoint
- Valid driver’s license
Required minimum work experience:
- Minimum 5-10 years’ working experience in an Executive Office and/or Project Management
- At least 1 year travel coordination experience
Desirable additional education, work experience and personal abilities:
- Able to work independently and as part of a multi-disciplinary team
- Adaptable, willing to take initiative
- Strong organisational skills and attention to detail
- Good communication skills (both written and verbal)
- Maintain high level of confidentiality, tact and professionalism at all times
- Able to exercise discretion, high level of initiative and independent decision making
- Ability to work well under pressure to meet tight deadlines
- Ability and flexibility to multi-task in this dynamic environment
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: 19 August 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:
- Office Management
- Travel Coordination
- Computer Literate
- Organisation Skills
- Communication Skills
- Deadline Driven
- Hillbrow
Employer & Job Benefits:
- Medical Aid and Provident Fund
