Program Assistant (Mpumalanga) at Right to Care

Description

Program Support

• Coordinate and schedule meetings, events, campaigns etc. and resolve competing commitments.
• Ensure all key program related meetings/events run smoothly by sending reminders timeously, preparing attendance registers and agenda, attending some of the meetings 
• Record minutes and keeping comprehensive records of all such meetings/events and activities in the most appropriate formats for safe storage and easy retrieval.
• Liaise with relevant internal and external stakeholders to optimize the performance of Right to Care Program with Mpumalanga Province
• Assist in compiling program related reports or follow up with internal and external stakeholder.
• Ensure conducive venues are booked for all program related meetings and events. 
• Maintain an orderly filing system and manage program archives. 
• Assist with making bookings for the project including accommodation/travel/conference bookings

Procurement

• Ensure procurement is in line with company at all times. 
• Responsible for the procurement of all materials, equipment, assets that are required for the smooth running of the project.
• Ensure Right to Care Mpumalanga staff members, managers and sites receive their specific requirements i.e. materials , posters , tents etc. expeditiously to contribute towards the smooth running of the project.
• Provide advice to sites on Service Providers recommendations. 
• Ensure Right to Care Mpumalanga Province enjoys the best possible value for money at all times by continuously monitoring the quality of the services rendered by service providers and advising the Program Manager on the need to update the preferred supplier list
• Procure catering for all program related events and activities in line with procurement policy and approved budget i.e. selection of service providers, quotations as per policy.
• Check and liaise with staff and managers whether the goods that are purchased are suitable for their specific requirements prior to confirming an order
• Issue order numbers for all required purchases 
• Confirm payments for all issued order numbers are fulfilled timeously
• Ensure all purchases or orders fall within the allowed budget and liaise with the finance department regarding budgets and procurement policy compliance
• Frequently assess whether the goods that are procured meet the required needs and quality standards
• Ensure defective goods or equipment under guarantee are returned to the supplier
• Ensure all accounts are up to date with respect to payment 

Fleet Management

• Keep up to date register /list of all project vehicles, whether rented or owned by RTC 
• Track mileage of all company vehicles on a monthly basis.
• Inspect vehicles for any damages, record and report to Asset Register.
• Ensure all vehicles involved in accidents are reported on time and arrange for the repair of same. 
• Ensure that all scratches on vehicles have been reported and attended to timeously
• Arrange annual license disk renewal, collect discs and replace on vehicle windscreen
• Arrange collection of fleet cards for vehicles
• Take vehicles to be cleaned
• Develop a mechanism to ensure GPS is tracked regularly as to the whereabouts of company vehicles and take proactive action to detect and avoid any abuse of company vehicles
• Monitor the vehicle tracking system; its functionality and any violations therefore and report to Program Manager to remediate.
• Ensure that accurate records of usage of company vehicles are maintained at all times
• Coordinate the rental and allocation of vehicles for official use, under the guidance of the Program Manager
• Ensure monthly fleet and fuel report is compiled and submitted to Program Manager
• Conduct quarterly vehicle spot checks
• Ensure all accidents are fully and timeously followed including submission of incident reports and any other remedial actions required.

Asset Management

• Ensure a comprehensive and updated asset register of the project is maintained at all times. Support external verification of all RTC assets deployed in the project. 
• Work, under supervision of the Program manager to ensure that all assets of project are maintained in the best condition possible
• Training Administration support
• Provide administrative support for trainings conducted or funded by the project including training venues booking, training materials printing or procurement.
• Support the training sessions to ensure the smooth running of the training sessions.
• Ensure that appropriate records are maintained and disseminated for all trainings funded and/or provided by the project (including attendance registers, certificate of attendance, CPD certificates, etc ) 

Requirements

Required Minimum Education and Experience

• Grade 12
• Diploma of Administration or project management or similar
• Basic knowledge of program management or assisting a donor funded program
• Valid unendorsed code 08/10 drivers’ licence
• Computer Literacy
• 3 years post qualification work experience, preferably in administration or project management

Desirable Experience

• 3 years relevant in a medical environment