Grant Administrator (Programme Admin) at TB HIV Care

Purpose of the position:

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

Minimum Requirements    

• Matric
• Office management/project management diploma
• 3 years’ project management experience
• 3 years’ experience within an NGO environment
• 3 years’ data management and reporting experience
• Fluency in English and another South African language
• Valid code 08 licence
• Own transport
• Clear criminal record

Duties and Responsibilities    
Office administration

• Prepare attendance registers, agenda and set up the boardroom and MS Teams Meeting Link
• Take minutes of meetings
• Circulate meeting minutes in an efficient and timeous manner
• Type up documents, collate and distribute when required in a proficient and professional manner
• Maintain an electronic record of meetings and conferences for audit purposes
• Ensure a filing system is in place and efficiently maintained
• Manage the diary of the programme director
• Perform other general office tasks as required by the programme manager

Asset administration

• Maintain the fixed assets register of all programme assets
• Ensure maintenance of all assets
• Conduct 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 return assets when they resign
• Keep stock card for all supplies

Equipment and supplies

• Monitor all equipment to ensure it is kept in good working order and maintained/serviced when required
• Remain aware of stock levels of stationery, books, leaflets, and order as required by programme manager

Finance administration

• Work closely with the financial manager to ensure all requests, approvals and expenses are approved
• Ensure that petty cash is analysed, reconciled and submitted to the programme director first for approval before submission to finance on a weekly basis

Fleet administration

• Liaise with the fleet coordinator regarding the booking of vehicle service intervals and maintenance
• Ensure fleet vehicles are inspected on a monthly basis (vehicles are in good condition; vehicles have a tracker system that is working etc.)
• Update fleet vehicle tool (new drivers, movement of vehicles, expiry dates etc.)
• Report incidents and/or accidents
• Analyse tracker trip logs and compile summary weekly reports for scrutiny by the regional project coordinators
• Ensure the vehicle policy and SOP are communicated to all drivers

Procurement administration

• Order goods and services - obtain quotes from service providers and load to the Fraxion system for authorisation and payment
• Complete and update the Fraxion goods procurements tracker
• Review Prepaid24 airtime list for the programme on a monthly basis
• Ensure adequate stationery supplies are maintained and procure stock when needed
• Administer stationery requests, analyse and issue to relevant staff as required

Training

• Assist with the coordination of training
• Maintain a database of training
• Submit training authorizations requests to Training Manager after District Manager’s review and approval

Performance management

• Assist the Programme Director with providing performance related information including reviews, job descriptions, etc. and coordinating logistics, documents, appointments, etc.

Other duties

• Manage the 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 health service providers to sensitize and build relationships with Health Services
• Manage regional stakeholders and ensures 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.)

Skills and Competencies    

• Excellent verbal and written communication skills
• Excellent attention to detail
• Interpersonal skills
• Good interpersonal and negotiation skills
• Conflict management
• Data management 
• Reporting