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 deliver a comprehensive approach to operational efficiency in a specified geographical area by assisting the clinic manager and project and programme management with all operational functions, systems and processes
Location:
- 7 Esselen Street, Hillbrow, Shandukani Research Centre (CRS)
Key performance areas:
- Manage drivers and cars to ensure resources are optimally used across all SRC projects
- Provide feedback to management as and when needed
- Manage the staff login/out systems and pull monthly staff reports for time registered as needed
- Load all P2P requests and give necessary feedback to staff as the process unfolds
- Send PO’s to suppliers and liaise with procurement until goods are delivered and invoices paid
- Ensure compliance with respect to donor and or provider’s requirements for procurement and finance
- Ensure all procurement documents are completed correctly
- Maintain office equipment orders and stationery for teams
- Keep a good rapport with suppliers and stakeholders
- Keep a record of equipment that needs to be calibrated, and order servicing annually or as needed
- 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
- Problems and queries resolved pro-actively
- Timeous planning and implementation of new strategies to ensure effective operational efficiency at SRC
- Typing and drafting of documents including letters, minutes, memo’s and reports when required
- Perform general office duties when required including minute-taking, printing, co-ordinating meetings and training sessions
- Provide general operational and administrative support to Manager, team members across SRC
- Integrate effectively with RHI Operations Team as and when required
- Ensure timeous submission of HR related documents on request from WHC for audits, inspection, etc.
- Coordinate and schedule relevant appointments and meetings, and manage meeting room bookings
- Manage Director’s diary and office administration including travel, meetings and training.
- Travel and logistics
- Recon and spending on company debit cards
- RINC funding expenses
- Administrative support
- Coordinate all assets including scanning and 6 monthly reporting of staff and asset movement
- Ensure OHS reports are submitted to Operations monthly with an updated staff list/organogram
Required minimum education and training:
- Relevant Certificate or Diploma in Business Administration or other suitable qualification
- Computer literate in standard MS Office packages
- Valid driver’s licence
Required minimum work experience:
- 3 years 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 always
- 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
- 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 for driving own career development by participating in ongoing training and development activities
TO APPLY:
- Only if you meetthe 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: 12 September 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
Desired Skills:
- Business Administration Diploma or Certificate
- Computer literate - MS Office
- Valid Driver's licence
- Operations Coordinator
- Hillbrow
- NGO
