TB HIV Vacancies – Project Administrator

Job Description:

The purpose of this job is to support and enhance the Programme Manager and management team’s effectiveness using a variety of administrative, project management, communication & organizational skills.

Job Responsibilities:

• Welcome all visitors politely, promptly and professionally as they arrive at the office
• Answer incoming calls within 3 rings,direct calls to relevant staff member and take accurate messages
• Attends staff and team meetings, take minutes and circulate minutes in an efficient and timeously manner
• Prepare attendance register, agenda and set up of boardroom
• Type up documents, collate and distribute when required in a proficient and professional manner
• Ensure there’s a printed copy of staff register at reception to be signed on a daily basis by staff
• Perform other general office tasks as required by the Programme Manager.
• Ensure that the filling system is in place and efficiently maintained
• Ensure that all equipment in the reception area is kept in good working order and maintained /serviced when required
• Ensure that all materials are kept in the correct storage place, and that there is sufficient stock of all materials
• Remain aware of stock levels of stationery, books, leaflets, and order as required by Programme Manager
• Maintain fixed assets register
• Ensure maintenance of all assets
• Do monthly assets audit and ensure photographs are taken (where applicable).
• Ensure that all staff complete acknowledgement of receipt form for assets taken
• Ensure that staff returns assets when they resign
• Keep stock card for all supplies
• Receive quotes for suppliers and submit to finance for authorization
• Conduct petty cash analysis and reconcile and submit to Programme Manager firstly for approval before submission to Finance by the 7th of each month
• Prepare invoices for processing and payment to finance department
• Ensure that creditors are paid on time
• Analyse and reconcile creditor’s statement
• Receive stationery requests, analyse and issue to relevant staff as required
• Ordering of goods and services
• Assist with the coordination of training
• Maintain a database of training
• Submit training authorizations requests to Training Manager after Site Managers review and approval
• Collate and forward all HR and related forms to the regional HR including leave forms, signed contracts, timesheets and other HR information
• Ensure an accurate register is maintained with staff’s contactable details

Job Requirements:

• Grade 12 / matric
• A certificate from two-year college or technical school
• Management or Project Management diploma
• 3-years project management experience
• Public health services experience
• Data management and reporting experience
• Computer literate in MS office
• Valid code 8 driver’s licence
• Proficiency in English and isiZulu language
• Clear criminal record
• Communication skills – verbal and written
• Problem solving
• Analytical
• Interpersonal skills
• Business acumen
• Planning and organising
• Teamwork
• Initiative
• Innovation

Job Details:

Company: TB HIV Care

Vacancy Type:  Full Time

Job Location: Durban

Application Deadline: N/A

Apply Here

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