Project Administrator

3 weeks ago


Durban, South Africa TB HIV Care Full time

**Job Advert Summary**:
**Position title**:Project Administrator

**Contract type**: Fixed Term Contract - Based on funding

**Location**:KwaZulu-Natal - eThekwini

**Purpose of the position**

To support and enhance the Site Manager and management team’s effectiveness using a variety of administrative, project management, communication & organisational skills.

**Minimum Requirements**:

- Grade 12
- A certificate from two-year college or technical school
- Management or Project Management diploma
- Computer literate in MS office
- 3 years’ project management experience
- Public health services experience
- Data management and reporting experience
- Proficiency in English and isiZulu
- Valid code 8 driver’s licence

**Duties and Responsibilities**:
**Office administration**
- Welcome all visitors politely, promptly and professionally as they arrive at the office
- Take accurate messages
- Attends staff and team meetings
- Prepare attendance register, agenda and set up of boardroom
- Take minutes for meetings
- Type up minutes and other official documents, collate and distribute when required in a proficient and professional manner
- Perform other general office tasks as required by the Site Manager
- Ensure that the filling system is in place and efficiently maintained

**Equipment and supplies**
- 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 Site Manager

**Asset administration**
- Maintain fixed assets register
- Ensure maintenance of all assets
- Keep stock card for all supplies

**Finance administration**
- 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

**Human resources administration**
- **Training**:

- Assist with the coordination of training
- Maintain a database of training
- **Human resources administration**:

- 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 contact details**
- **Other duties may be assigned**:

- Retrieval of client file (day-to -day walk ins) both ART & PrEP
- Pre-pulling of due list files for PrEP/ART Due/VL Due (Weekly) on a rotational basis with DC
- Daily filing of captured files on rotational basis with DC weekly
- Capturing on to TIER.Net
- Support operational research, monitoring and evaluation and reporting
- Conduct ad hoc mini audits (leave, time keeping, debit cards, petty cash etc.)
- Any other duties as assigned by the line manager


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