Programme Administrator - Polokwane at Anova Health Institute

Key duties and responsibilities

Administration

• Assist in consolidation & preparations of routine reports, presentations, editing and proof-reading documents prior to submission
• Schedule routine internal meetings with the Capricorn district management team, TAs and relevant head office teams. Send out relevant communication and coordinate all logistics and admin related to these
• Take minutes of all meetings attended and keep record thereof; share these with relevant stakeholders
• Compile consolidated databases of Anova Capricorn contact list, staff allocation, implementation coverage at sites etc. as requested by Chief of Party, Programme Manager & Deputy Programme Manager
• Create and maintain database of induction and orientation information for the Anova Capricorn 
• Support the Chief of Party, Programme Manager & Deputy Programme Manager in all areas of administration
• Ensure that all project related documents are maintained in accordance with Anova’s standard filing system
• Adhoc administration as requested by the Chief of Party, Programme Manager & Deputy Programme Manager

  Stakeholder relations

• Receive and welcome visitors for the Chief of Party, Programme Manager & Deputy programme manager
• Coordinate workshops/trainings/meetings/functions with various individuals and/or organisations both internally and externally from time to time
• Adhoc procurement of equipment & other resources and follow up on orders
• Arrange for payment of suppliers
• Manage the filing of purchase orders and tax invoices

 Communication

• Handle correspondence (physical and electronic) to the office of the Chief of Party, Programme Manager & Deputy Programme Manager
• Establish and maintain effective and efficient communication with all stakeholders, including administrative and professional staff throughout the project
• Take minutes during meetings and keep record thereof
• Distribute minutes of the meetings to all relevant stakeholders and keep record thereof
• Schedule regular meetings and record decisions (e.g. assigned tasks and next steps)
• Break projects into doable tasks and set timeframes and goals
• Prepare and provide documentation to internal teams and key stakeholder
• Act as the point of contact on behalf of Chief of Party, Programme Manager & Deputy Programme Manager

 General

• Provide holistic support in overall project management admin functions
• Order resources, e.g.  equipment and software
• Retrieve necessary information (e.g. user/client requirements and relevant case studies)
• Track expenses and predict future costs, as requested
• Monitor project progress and address potential issues
• Coordinate quality controls to ensure deliverables meet requirements
• Ensure a clean, secure, well-maintained work environment
• Engage in work travel as and when required
• Perform other HR related queries as requested by Chief of Party, Programme Manager & Deputy Programme Manager e.g. leave planning schedules, monthly timesheets, termination docs
• Source relevant service providers/supplies needed to support project implementation

 Essential qualifications and experience

• Matric + Diploma in Office Management or equivalent
• Minimum of 3 years admin/project administration/secretarial work experience
• Project management training or experience an advantage
• Experience in funded programmes/projects an advantage, especially in Health or HIV/AIDS related sector
• Excellent verbal or written communication skills
• Intermediate to advanced computer literary (MS Office package including Outlook)Organized and detail-oriented