Project Administrator at Anova Health Institute

Key Duties and Responsibilities:

Project Administration

• Develop and manage the filing system for the Yeoville PWUD facility
• Compile project requisitions and reconciliations as advised by finance
• Ensure all invoices are received and submitted timely for payments
• Develop and maintain asserts inventory lists for project equipment and supplies and submit revised versions monthly
• Ensure the facility and all sites have sign-in registers, and make copies for safe keeping monthly
• Submit office inventories to the project manager each quarter
• Ensure that all project supplies are procured timely and arrange all the paperwork accordingly
• Stock controls done and reported weekly to the project manager
• Ensure that all the sites office and the facility have adequate clinical supplies and weighing of needs is done as advised.
• Maintain regular contact with site coordinators and follow up with all administrative issues
• Administer the HR policies and ensure compliance of project staff on timesheets, etc
• Manage project vehicles and ensure daily and weekly checklists are done
• Ensure that the office rentals are paid timely each month
• Ensure all project supplies distributed to clients and staff members is recorded and filed correctly
• Ensure all your staff members have adequate protective gear, and keep record of all distribution
• Ensure all medical waste is managed as per the Waste Management SOP. All needles must be weighed at Yeovile clinic every Wednesday and submit the records to the Project Manager coping the M&E Officer
• It is your responsibility to ensure that you familiarise yourself with Anova Policies, especially those relevant to your position

Community outreach

• Plan and conduct community outreach with the outreach team as when required
• Ensure adequate supply of serums for quality control
• Check monthly if all sites are doing weekly quality control and provide feedback
• Ensure all project supplies issued have supporting documents
• Conduct monthly data sites to verify data with the M&E officer

Data management and orbit capturing

• Capture clients on orbit as required
• Capture clients on outcomes as required
• Ensure safe keeping of all source documents

Project Support

• Medical waste timely collected and disposed as per SOP
• Assist with management of medical stock and develop monthly inventory
• Support the clinic and all the sites with necessary SOP’s and documents they need
• Responsible for driving yourself and other team members to the sites of work as and when required, and you should adhere to the Anova vehicle management policy

Team Building Support

• Attendance registers for meetings completed and filed
• Field visits done at least twice a month
• Attend meetings, briefings, debriefing, staff meetings and other events as directed
• Participate in learning and development opportunities (trainings, workshops, information sessions etc.).
• Stay abreast of developments in the fields of HIV/AIDS, STIs and TB.
• Additional responsibilities delegated by managers from time to time.

Any other tasks as agreed with line manager. 
Qualifications and Experience

• At least 2 years of community work experience
• Two years’ experience in HIV/AIDS-related environment
• Knowledge of HIV/AIDS prevention and community health issues
• Familiarity with local communities and PWUD
• Sensitivity to persons from diverse socio-economic backgrounds
• Ability to maintain confidentiality
• Administrative skills
• Excellent interpersonal skills
• Strong team orientation
• Attention to detail
• Computer Literate – MS Office Packages (MS Outlook, MS Word, MS Excel & PowerPoint).
• Excellent Communication skills and ability to speak local languages
• Valid driver’s license
• Innovative, organized, analytical and excellent interpretation data skills
• Good interpersonal skills, including being a team player