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 Office Manager with all operational functions, systems and processes
Location:
- 7 Esselen Street, Hillbrow, Shandukani CRS
Key performance areas:
- Timeous planning and implementation of new strategies to ensure effective operational efficiency
- Type and draft documents, including letters, memo’s and reports when required
- Perform general office duties when required including minute taking, printing, coordinating meetings and training sessions
- Provide general operational and administrative support to Office Manager as well as other team members across the site
- Integrate effectively with 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, centralized reporting collation, reconciliation’s and dissemination of information
- Ensure the Filing Room is organized on an ongoing basis so that files can be easily retrieved at any point of time
- 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 SOP’s when required
- Coordinate with the Office Manager to ensure all staff stationery requirements are identified and addressed in a timely manner
- Integrate operational feedback from research meetings and training into program implementation plan and subsequent progress reports
- Prepare and receive Partners/Stakeholders, e.g. monitors, Donors
- Participate in regular planning sessions with Office Manager and Investigators to ensure efficient and effective operational support
- Verify that all Participants have their ID document available for submission to the Study Coordinator (SC) for review
- Coordinate with the General Assistants to ensure Participant refreshments are ordered and available as required
- Capture Participant details and remote contacts visits on Redcap for reimbursement
- Load Participant reimbursements on FNB e-wallet and continually follow up on authorizations for outstanding payments
- Register and maintain BCEPS (Biometric Co-enrolment Preventative System) with Participant updates
- Coordinate the clinic flow and prepare Participant visit files
- Maintain groceries and refreshment logs
- Daily/weekly/monthly floor checks for OHAS
- 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
Required minimum education and training:
- Relevant Certificate or Diploma in Business Administration
- Proficiency in Microsoft Office and PowerPoint
Required minimum work experience:
- Minimum 1 year working experience in office administration
- Working knowledge of operations, financial systems and processes
Desirable additional education, work experience and personal abilities:
- Experience working in a Donor-funded organization or NGO
- Exceptional organization and administrative skills with working knowledge of MS Office
- Able to maintain confidentiality, tact and professionalism at all times
- Able to exercise discretion, high levels of initiative ad 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
- Attention to detail
- Excellent communication skills
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) that clearly states which vacancy you are applying for
- 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: 24 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:
- Project Administrator
- SOP
- Computer Literate
- Administration
- Communication Skills
- Self Management
- Hillbrow
