Operations Coordinator

3 months ago

Pretoria, 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, co-ordinating 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 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, centralised reporting collation, reconciliation and dissemination of information
- 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 SOPs when required
- Ensure compliance with respect to donor and or provider’s requirements
- Ensure timeous monthly submission of HR-related 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 cross-checking 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 decision-making 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 decision-making 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 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 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 donor-funded 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 decision-making
- Must be assertive, confident and adaptable
- Self-motivated, able to work independently and work as part of a multi-disciplinary team
- Positive,

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