Programme Assistant

The main objective of this position is the administration and management of key processes, systems, and projects within the Strategic Health Innovation Partnerships (SHIP) programme and reports to the SHIP Senior Programme Managers. SHIP is one of the programmes managed by GIPD. The programme managers, in addition to managing SHIP research and innovation programmes, are driving global participation in various programmes (OHAMR, EP PerMed, AHRIFF, EDCTP3/GCP, GloPID-R, Grand Challenges, etc.) and the establishment of strategic national initiatives such as the 110K Human Genome Programme.

The incumbent will be responsible for the management and coordination of all the administrative and financial aspects in order to ensure smooth operation of the SHIP programme and implementation of strategic initiatives. This includes providing general administrative support to the SHIP and GC programme teams, supporting internal and stakeholder engagements, handling logistical arrangements for staff and stakeholder meetings, procurement for strategic initiatives (e.g. 110K human genome programme) and maintaining the programme information database in MS Teams.

The incumbent will also be responsible for all administrative tasks required for arranging and facilitating the SHIP team?s participation in programme-related meetings and workshops such as the SHIP Steering Committee meeting, working group meetings, and other stakeholder engagement meetings, in liaison with internal teams (SCM, Finance, Events Management, Corporate Communications and Marketing, etc.). The incumbent will support planning for stakeholder engagements including facilitating agenda preparation, coordinating preparation of meeting document packs, and drafting minutes and follow-up of meeting outcomes.

The role also includes programme administration which including coordinating the sourcing and collation of programme activities and outputs for reporting to the SAMRC and the DSTI and liaising with project managers and coordinators to ensure filing of programme information is kept up to date.

Responsibilities according to Key Performance Areas:

1. Programme Administration

In full compliance with legislative prescripts and SAMRC policies, processes, and systems

? Contribute to preparation of programme reports including development of timelines and coordination of inputs for funder reports, presentations, and concept notes (e.g. EDCTP, DSTI, OHAMR, EP PerMed, etc.) in liaison with the SHIP team

? Coordinate sourcing, recording and validation of programme activities and outputs (e.g. reports, publications, and students) for annual reports and ad-hoc requests

? Ensure up-to-date file management of programme documents including reports, minutes, resources, presentations, outputs and other key documents on MS Teams (or other project platforms) for annual reporting and audit compliance

? Support the programme managers with document management by liaising with project coordinators and managers to ensure up-to-date project portfolio document filing on MS Teams (or other project platforms) for annual reporting and audit compliance

? Support the programme managers with budget monitoring by liaising with project coordinators and project managers and GIPD Financial Officer to track project invoices, payments, and recoupment of funds from projects

? Maintain up-to-date contract management database and track contract expiry dates to ensure timeous renewals in liaison with the project managers and project coordinators

? Formatting and filling of proposals, reports, work plans and other team documents.

2. Administrative Support

? Provide calendar management to coordinate internal and external partner discussions/ working group meetings and teleconferences.

? Meeting arrangements (Steering Committee, Stakeholder engagements, Workshops, Working Group meetings, etc.) including venue sourcing, catering, supporting agenda preparation, and compile/disseminate relevant materials for meetings as needed, in liaison with the Events Management and Corporate Marketing and Communications for larger stakeholder events.

? In compliance with Supply Chain Management and Finance Policies, procure goods and services for the 110 K human genome programme on JDE.

? Planning and processing of travel arrangements for SHIP and GC staff, SHIP Steering Committee, stakeholders and guests/delegates (in liaison with the Events Management Office for larger events)

? Preparation and submission of claims and payment requests for the SHIP and GC team

? Assist with liaison with internal units (e.g. Legal, Finance, Corporate Communication and Marketing, PMAO, etc.)

3. Stakeholder Liaison

Arrangement of internal and external stakeholder events/meetings virtually or physically, including:

? Support meeting planning and logistics in coordination with the SHIP and GC project team, Corporate and Marketing Division, and SAMRC Events team for larger stakeholder meetings

? Drawing up and maintaining participants lists and stakeholder databasing

? Support agenda preparation and dissemination of meeting materials and drafting media outputs

? Drafting of meeting reports and monitoring of actions

? Coordinate and contribute to the preparation of stakeholder communication materials (e.g. website material, presentations, reports, newsletters, etc.)

Duration of contract:

1 year

Remuneration:

Remuneration commensurate with experience and qualifications

Core Requirements

• 3-year tertiary qualification in business management, public administration, secretarial, office management or verified alternative equivalent on NQF6
• Minimum of 5 years? experience in secretarial & office management, public administration, or project management with experience in managing scheduling for two managers or more, experience in procurement, financial administration and event coordination

Advantageous:

• A certificate in financial administration and/or supply chain administration will be an added advantage.
• Experience working in a public funding and/or research environment or similar
• Experience of working within the prescripts of the PFMA
• Experience with the JDE financial management system and financial administration

Closing Date:

18th November 2025