Office Administrator - Pietermatizburg at TB HIV Care

Purpose of the position

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

Minimum Requirements    

• Grade 12
• A certificate from two-year college or technical school
• Management or Project Management diploma
• Computer literate in MS office
• 3 years’ project management experience
• Public health services experience
• Data management and reporting experience
• Proficiency in English and isiZulu
• Valid code 8 driver’s licence

Duties and Responsibilities    
Office administration     

• Welcome all visitors politely, promptly and professionally as they arrive at the office
• Take accurate messages
• Attends staff and team meetings
• Prepare attendance register, agenda and set up of boardroom
• Take minutes for meetings
• Type up minutes and other official documents, collate and distribute when required in a proficient and professional manner
• Perform other general office tasks as required by the Site Manager
• Ensure that the filling system is in place and efficiently maintained

Equipment and supplies

• 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 Site Manager

Asset administration

• Maintain fixed assets register
• Ensure maintenance of all assets
• Keep stock card for all supplies

Finance administration

• 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
• Human resources administration

Training:

• Assist with the coordination of training
• Maintain a database of training
• Human resources administration:
• 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 contact details
• Other duties may be assigned:
• Retrieval of client file (day-to -day walk ins) both ART & PrEP
• Pre-pulling of due list files for PrEP/ART Due/VL Due (Weekly) on a rotational basis with DC
• Daily filing of captured files on rotational basis with DC weekly
• Capturing on to TIER.Net
• Support operational research, monitoring and evaluation and reporting
• Conduct ad hoc mini audits (leave, time keeping, debit cards, petty cash etc.)
• Any other duties as assigned by the line manager

Skills and Competencies    

• Problem solving, planning, interpersonal, teamwork, communication skills coupled with the ability to work under pressure
• Ability to read and interpret documents
• Ability to write routine reports and correspondence
• Ability to speak effectively before groups of customers or employees of organisation
• Ability to maintain good relationships with internal and external stakeholders and at varying levels
• Attention to detail
• Able to self-manage and work as part of a team

Closing Date    
2023/08/25