Monitoring and Evaluation/Admin Officer - AYP Global Fund at TB HIV Care

Purpose of the position:

• The M&E /Admin Officer will be responsible for the day-to-day implementation of the SR Monitoring & Evaluation system, ensuring that programme data captured through DHIS2 using the MobiEMR application are accurate, complete, timely, consistent, and verifiable. Also support and enhance the AYP programme and management team’s effectiveness using a variety of administrative, project management, communication & organizational skills.

Minimum Requirements    

• Matric Certificate
• Higher Certificate in Asset Management, Supply Chain Management, or Financial Management
• Minimum 5 years’ relevant experience in office administration
• Proven data management and reporting experience
• Experience working on AYP-supported programmes, AGYW or HIV prevention programmes (advantageous)
• Experience using SharePoint
• Knowledge of POPIA and data confidentiality principles
• Experience using electronic data capture systems (e.g., MobiEMR or similar)
• Strong understanding of data quality dimensions (accuracy, completeness, timeliness, consistency, integrity)
• Proficiency in Microsoft Excel (filters, pivot tables, basic analysis)
• Proficiency in English and other relevant languages
• Valid Driver’s License (essential)
• Clear criminal record
• Willingness and ability to travel

Duties and Responsibilities    
Monitoring & Evaluation

• Maintain high data quality standards
• Support data-driven decision-making processes
• Prepare SR documentation for PR supervision visits and Global Fund audits
• Support intervention staff with correct service recording using approved tools and MobiEMR
• Verify data accuracy between MobiEMR and source documents
• Monitor authorised device and user account data capture
• Ensure source documents are filed, scanned, named and stored in line with SR SOPs

Administrative & Office Support

• Manage switchboard and reception area
• Direct calls appropriately
• Prepare agendas, attendance registers and boardroom setup
• Take and circulate meeting minutes timeously
• Type, collate and distribute documentation
• Maintain effective filing systems
• Monitor and maintain office equipment
• Manage stationery and programme supply stock levels

Asset & Supply Chain Management

• Maintain fixed asset and fleet registers
• Ensure asset maintenance and servicing
• Manage asset acknowledgement forms
• Track supplies issued to programme staff
• Source supplier quotations and submit for financial approval
• Order goods and services
• Conduct petty cash analysis and reconciliations
• Prepare invoices and ensure timely creditor payments

HR & Training Coordination

• Assist with coordination of training initiatives
• Collate and forward HR documentation (leave forms, contracts, timesheets, etc.) to Regional HR

Skills and Competencies    

• Excellent communication skills
• Attention to detail
• Problem solving
• Stakeholder management
• Excellent organisational and administration skills
• Planning and organizing
• Flexible and adaptable