Operations Coordinator

2 weeks ago

Pretoria, Gauteng, South Africa AJ Personnel Full time

Main purpose of the job:

  • To deliver a comprehensive approach to operational efficiency in a specified geographical area by assisting the project team with all operational functions, systems and processes

Location:

-
NDOH Offices, City of Tshwane (Pretoria)

Key performance areas:

  • Typing and drafting of documents, including letters, memos and reports when required
  • Perform general office duties when required including minute taking, printing, coordinating meetings and training sessions
  • Provide operational and administrative support to the IS team
  • Integrate effectively with the Wits RHI Operations Team as and when required
  • Provide daily support and coordination of procurement and administration including but not limited to travel, meetings, all ITrelated support, stationery and consumables, training logistics, asset management and control, centralised reporting collation, reconciliation and dissemination of information
  • Ensure implementation and maintenance of all Standard Operating Procedures
  • Provide training and uptodate information to staff on new and existing policies, procedures and SOPs when required
  • Ensure compliance with respect to donor and or provider's requirements
  • Ensure timeous monthly submission of HRrelated documents (leave forms and timesheets
  • Arrange travel for teams and manage and submit all claims to the Finance
  • Follow up daily with finance and procurement on open queries/tasks
  • Book meetings and conference venues and be the point of contact for all delegates to manage attendance registers and required travel and accommodation
  • Assist the Project Operations Manager with compiling monthly operations feedback reports and disseminate them to relevant internal and external stakeholders
  • Integrate operational feedback from quarterly reports into the programme implementation plan and subsequent progress reports
  • Participate actively in the generation of required donor reports and other Wits Institute reports if and when required
  • Participate in regular planning sessions with Programme Managers and/or project Teams to ensure efficient and effective operational support
  • Data Entry: Inputting information into databases or computer systems accurately and efficiently
  • Data Verification: Ensuring the accuracy and completeness of data by crosschecking and verifying information
  • Record Keeping: Maintaining organized and secure records of data for easy retrieval and reference
  • Data Cleaning: Identifying and correcting errors or inconsistencies in the data to maintain data quality
  • Database Management: Managing and updating databases or information systems to reflect changes or additions
  • Reporting: Generating reports or summaries based on the collected data for analysis or decisionmaking purposes
  • Communication: Collaborating with other team members or departments to gather or clarify information
  • Confidentiality: Handling sensitive information with discretion and ensuring data security and confidentiality
  • Quality Control: Implementing quality control measures to ensure the accuracy and reliability of data
  • Problem Solving: Addressing issues related to data entry, integrity, or system functionality
  • Play a role in maintaining the integrity of a programme's data, which is vital for informed decisionmaking and overall operational efficiency
  • The specific requirements for this position may vary, but attention to detail, organizational skills, and proficiency in relevant software and data management tools are typically essential
  • Take ownership and accountability for tasks and demonstrate effective selfmanagement
  • 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 of driving own career development by participating in ongoing training and development activities

Required minimum education and training:

-
Relevant Certificate or Diploma in Business Administration:


  • Computer literate in standard MS Office packages:
-
Valid driver's license

Required minimum work experience:

-
4 Years of 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 donorfunded 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 at all times
  • Able to exercise discretion, high levels of initiative and independent decisionmaking
  • Must be assertive, confident and adaptable
  • Selfmotivated, able to work independently and work as part of a multidisciplinary team
  • Positive,

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