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 provide support to those who needs it most.Anovas 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 AdministrationDevelop and manage the filing system for the PWUD program OST sitesCompile project requisitions and reconciliations as advised by financeEnsure all invoices are received and submitted timely for paymentsDevelop and maintain asserts inventory lists for project equipment and supplies and submit revised versions monthlyEnsure the facility and all sites have sign-in registers, and make copies for safe keeping monthlySubmit office inventories to the project manager each quarterEnsure that all project supplies are procured timely and arrange all the paperwork accordinglyStock controls done and reported weekly to the project managerEnsure 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 issuesAdminister the HR policies and ensure compliance of project staff on timesheets, etc.Manage project vehicles and ensure daily and weekly checklists are doneEnsure that the office rentals are paid timely each monthEnsure all project supplies distributed to clients and staff members is recorded and filed correctlyEnsure all your staff members have adequate protective gear, and keep record of all distributionEnsure 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 OfficerEnsure that you familiarise yourself with Anova Policies, especially those relevant to your positionVehicle ManagementInspect all vehicles dailyEnsure all vehicles have necessary accessoriesKeep a register of vehicles showing service periods, fuel dates, kilometers, scratches, etc.Coordinate vehicle useMonitor driving compliance with laws and Anova policiesEnsure all vehicles have logbooksMark and inspect all components that can be stolen from vehiclesEnsure all keys are kept safelyProvide a vehicle report weekly during program meetingsReconcile fuel use and submit reports to Project ManagerOffice ManagementEnsure all project offices are compliant with Anova policiesFacilitate purchase of office and project suppliesSecure all project and office suppliesEnsure all offices are kept in good sanitary conditionsDraw assets and inventory disposal lists and share with Project ManagerEnsure all office spaces have adequate securityData management and orbit capturingCapture clients on orbit as requiredCapture clients on outcomes as requiredEnsure safe keeping of all source documentsProject SupportEnsure medical waste timely collected and disposed as per SOPAssist with management of medical stock and develop monthly inventorySupport the clinic and all the sites with necessary SOPs and documents they needResponsible 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 policyPlan and conduct community outreach with the outreach team as when requiredEnsure adequate supply of serums for quality controlCheck monthly if all sites are doing weekly quality control and provide feedbackEnsure all project supplies issued have supporting documentsConduct monthly data sites to verify data with the M&E officerTeam Building SupportAttendance registers for meetings completed and filedAttendance registers for trainings completed and filedField visits done at least twice a monthAttend meetings, briefings, debriefing, staff meetings and other events as directedParticipate 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 ExperienceGrade 12Minimum of a three year diploma or Bachelors degree in Admin/Logistics and Transport Management/Business qualificationAt least 2 years of community work experienceTwo years experience in HIV/AIDS-related environmentFamiliarity with local communities and PWUDSensitivity to persons from diverse socio-economic backgroundsAbility to maintain confidentialityAdministrative skillsExcellent interpersonal skillsStrong team orientationComputer Literate MS Office Packages (MS Outlook, MS Word, MS Excel & PowerPoint).Excellent Communication skills and ability to speak local languagesValid drivers licenseInnovative, 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:

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