Project Administrator at Anova Health Institute

Key Duties and Responsibilities:

Project Administration

• Develop and manage the filing system for the PWUD program OST sites
• 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.
• Weigh all needles at OST site clinics every Wednesday and submit the records to the Project Manager coping the M&E Officer
• Ensure that you familiarise yourself with Anova Policies, especially those relevant to your position

Vehicle Management

• Inspect all vehicles daily
• Ensure all vehicles have necessary accessories
• Keep a register of vehicles showing service periods, fuel dates, kilometers, scratches, etc.
• Coordinate vehicle use
• Monitor driving compliance with laws and Anova policies
• Ensure all vehicles have logbooks
• Mark and inspect all components that can be stolen from vehicles
• Ensure all keys are kept safely
• Provide a vehicle report weekly during program meetings
• Reconcile fuel use and submit reports to Project Manager

Office Management

• Ensure all project offices are compliant with Anova policies
• Facilitate purchase of office and project supplies
• Secure all project and office supplies
• Ensure all offices are kept in good sanitary conditions
• Draw assets and inventory disposal lists and share with Project Manager
• Ensure all office spaces have adequate security
• 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

• Ensure 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
• 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

Team Building Support

• Attendance registers for meetings completed and filed
• Attendance registers for trainings 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

• Grade 12
• Minimum of a three year diploma or Bachelor’s degree in Admin/Logistics and Transport Management/Business qualification
• At least 2 years of community work experience
• Two years’ experience in HIV/AIDS-related environment
• 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
• 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.