Project Administrator

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 provide support to those who needs it most.

Anova’s Jab Smart project was set up in late-2017 to respond to HIV among people who use drugs (PWUD) in City of Johannesburg (COJ). PWUD are at particular risk of HIV and suffer high levels of stigma and prejudice, often being denied access to essential health services. Jab Smart is a peer-led project that provides a range of harm reduction services to PWUD. The project is implemented together with the COJ Health District, and it is supported by Global Fund through its partner NACOSA.

The Project Administrator will ensure a conducive working environment through effective and efficient administration of project team spaces, warehouse, assets, procurement planning and logistics management.

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 assets 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 copying the M&E Officer
• Ensure that you familiarize yourself with Anova Policies, especially those relevant to your position
  
  

• 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
  
  

• 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
  
  

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

• 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
  
  

• 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.
  
  

• 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.
  
  

In accordance with our Employment Equity goals and plan, preference will be given to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto. Preference will be given to persons with disabilities.

Anova Health Institute is a provider of essential health services and therefore has a mandatory vaccination policy. Should your application be successful, you will be required to submit your proof of vaccination before commencing employment in the role.

Applicants who have not been contacted within 4 weeks of submitting their application should assume that they have not been successful.

Unsolicited CVs from agencies will not be paid agency fees should their candidate be placed at Anova.

For more information on Anova visit our website: www.anovahealth.co.za