Project Assistant

Division: Wits Mycology Main purpose of the job:To provide comprehensive administrative and operational support across multiple research projects within the Wits Mycology Division, ensuring efficient coordination of project activities, procurement processes, event planning, travel logistics, documentation, and stakeholder communication to enable the seamless execution of all projectsLocation:Wits Mycology at NICD, 1 Modderfontein Road Sandringham, JohannesburgKey performance areas: Manage, track and update the project activities diaryFacilitate shipping and delivery of consumables between sites using the DHL systemHandle internal and external project related queries by processing the information received accurately and engaging PMO where necessarySupport stakeholder management activities and tracking of customer complaintsAssist with project procurement needs within the budgetary and procedural guidelines, including sourcing of quotes, initiating POs, requesting invoices and statements from suppliers, reconciliation of open POsLiaise with IT to log queries on all matters relating to IT support functions for the projectsAssist in preparing reports and presentationsWork with the NICD drivers to facilitate delivery within Johannesburg sites and WHC head officeMaintain a safe clean office environmentAssist with coordinating and scheduling relevant appointments, trainings, meetings and events - including stakeholder consultations, trainings with external partnersAssist with drafting and sending out invitations, collate RSVP`s, book venues, collate training/meeting materials, prepare attendance registers and keeping record of all the attendancesAssist with coordinating travel (international and local) and accommodation bookings, sending out itinerary as and when requiredIncluding travel request forms and other travel-related requirementsAssist to take minutes at relevant meetings, including capturing discussion and action points, format and disseminate within two working daysAssist with arranging Forex and claiming voyager mileage (where necessary), process travel expense claims and coordinate per diem and reimbursement for meetings/ trainingMaintain a calendar of events for all activities within the projectAssist with updating the asset and tracking changesAssist to fulfil requirements stipulated in the Device Management SOPAssist to coordinate and facilitate communication on asset loss, damage, theft and replacement with project teamResponsible for project documentation filingElectronic scanning and filing into respective folders for easy retrievalCustodian of training material and project related documentationAssist with completing documents for project close-outAssist with maintaining project SharePoint foldersWork closely with the division to support and assist with compiling information /data for updating of the division website and related materialAssist with the divisions Quarterly NewsletterTrack the divisions publications and capturing thereofRequired minimum education and training: Matric CertificateQualification (Degree / Diploma) in Public Administration, Business Administration or related fieldRequired minimum work experience: 2-4 years of Administrative experience, preferable within a Research, Academic, or Public Health EnvironmentDesirable additional education, work experience and personal abilities:Strong administrative, organizational, and communication skillsProficiency in Microsoft Office (Word, Excel, PowerPoint, Teams, Outlook)Excellent attention to detail and ability to multitask under pressureExperience in asset and inventory managementUnderstanding of procurement and financial processesStrong interpersonal and teamwork abilities with a professional demeanorAdaptable, reliable, and solutions orientedCustomer service experience or client-facing environment advantageousFamiliarity with the South African health sector desirableTO APPLY:Only if you meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CVPlease 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 conditionsThis will then create your permanent profile with which you can apply for all jobs as advertised by AJ PERSONNELHowever, you may remove your profile from AJ PERSONNEL when you are no longer in the job marketPlease take note that the applicants who do not adhere to the above criteria will not be considered for the respective positionWits Health Consortium will only respond to shortlisted candidatesCandidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessfulClosing date: 17 December 2025Note: No CV will be accepted after the closing datePlease 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 theretoAJ Personnel is only responsible for advertising and the response handling on behalf of their client Wits Health ConsortiumAJ Personnel does not have any salary or other information regarding the position