Programme Administrator - Polokwane at Anova Health Institute

Job Description

Anova is an NGO that empowers people and changes lives. Good health and quality of life is what motivates us to provide healthcare solutions and support for those who need it most.

We are looking for a Programme Administrator to coordinate and support the office of the Chief of Party, manage schedule, selected communication, certain resources, information and provide administrative support directly to the Chief of Party, Programme Manager & Deputy Programme Manager.

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