Project Administrator

**Job Advert Summary**:
**Purpose of the position**:
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.
**Minimum 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
**Duties and 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
- Assist the Programme Manager with providing performance related information including: reviews, job descriptions, etc. and coordinating logistics, documents, appointments, etc
- Manage the regional KP HR, Funder Reporting, and Finance databases
- Support all the Site Office Administrators with programme related information
- Support operational research, monitoring and evaluation and reporting
- Manage the regional KP HR, Funder Reporting, and Finance databases
- Support all the Site Office Administrators with programme related information
- Support operational research, monitoring and evaluation and reporting
- Identify and collaborate with KP health service providers to sensitize and build relationships with Health Services
- Manage regional stakeholders and ensure engagement for successful programme implementation
- Support other THC teams and activities across the region
- Follow up on work assigned to managers to ensure that deadlines are met
- Ad hoc mini audits (leave, time keeping, debit cards, petty cash etc.)
- Any other duties as assigned by the line manager