Job Description

Main purpose of the job:

• To support the Chief of Party in operations activities and Programme teams with the implementation of Key Populations programme strategy including physical and administrative office operations, assets, fleet management, procurement, IT and HR support

Location:

• 8 Blackwood Avenue, Parktown, Johannesburg

Key performance areas:

• Develop and implement a strategic and systems approach to operations management within the Key Populations Programme
• Support of the Chief of Party/Programme Head and Key Personnel with effective programme operations to ensure a high standard of programme implementation
• Lead a team of local and national Operations Coordinators to effectively execute the operations strategy
• Evaluate the operational needs of the department and set up/adapt administrative and monitoring systems accordingly
• Ensure adequate resource distribution across the programme
• Serve as liaison between the programme and Wits RHI Shared Services Department with regard to Facilities, IT, Assets, Fleet and Communications
• Serve as liaison between the programme and WHC with regard to Grants, Legal, Procurement and HR
• Develop and maintain an effective document management system for the programme
• Conduct training for Operations Coordinators on operational SOPs to ensure compliance
• Participate in regular planning sessions with the Programme Head and senior managers to ensure efficient and effective operational support
• Support Senior Management on external stakeholder requests and delivery thereof
• Maintain reporting calendar for all projects within the Key Populations department and assist with obtaining relevant inputs from key staff for donor reports
• Monitor and manage project SharePoint site (troubleshoot, co-ordinate with IT and ensure current/updated information)
• Professionalise project tools as required
• Assist with programme reports, including PowerPoint presentations, for internal and external dissemination on an ongoing basis
• Develop and maintain an effective document management system
• Provide full administrative support for the Programme Head, including diary management
• Coordinate expense claims (credit card, petrol and other) for senior staff
• Arrange programme meetings/visits, assembling and distributing meeting packs, and assisting with presentations
• Oversee local, regional and international travel planning and arrangements in collaboration with Operations Coordinator
• Maintain databases and filing systems for all programme areas (project grids, publications grid, presentation grids, staffing grids, protocols ethics approvals)
• Regularly collate information on programme outputs and structures
• Assist in the preparation and formatting of presentations for Key Personnel
• Actively participate in weekly meetings coordinated by the Programme Head to coordinate diaries of senior leadership and other priority issues
• Support business development activities such as screening new calls for proposals and coordinating bids
• Ensure programme compliance with all Wits Health Consortium (WHC)/Wits RHI policy and SOPs and donor rules and regulations.
• Maintain Memoranda of Understanding with the Department(s) of Health
• Ensure that district teams comply with operational standards and policies
• Support and or allocate resources to capacity building/training on operational SOPs to ensure compliance
• Attend to all staffing requirements and administration
• Supervise and manage the duties of subordinates to ensure optimal staff utilisation and maintenance of sound labour relations
• Perform and facilitate performance development and assessments
• Identify substandard performance by team members and take necessary corrective action
• Coach and train subordinates and team members to ensure the acquisition of knowledge and skills required by the organisation
• Promote harmony, teamwork and sharing of information
• Take ownership and accountability for tasks and demonstrate effective self-management
• Follow through to ensure that quality and productivity standards of own work are consistently and accurately maintained
• Maintain a positive attitude and respond openly to feedback
• Take ownership of driving your own career development by participating in ongoing training and development activities such as conferences, workshops, etc.
• Proactively builds relationships with managers and readily offers support to colleagues within the Institute
• Communicates proactively, frequently and clearly with other colleagues

Required minimum education and training:

• A Degree or equivalent in Health, Social Sciences or Business Administration
• Valid drivers license
• Proficiency in MS Office

Required minimum work experience:

• Minimum 5-10 years operation management experience in the grant-funded health sector/executive office, or project management

Desirable additional education, work experience and personal abilities:

• Able to work independently and as part of a multi-disciplinary team
• Adaptable, willing to take initiative and be empathetic
• Strong organisational skills and attention to detail
• Good communication skills (both written and verbal)

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please Apply Online.
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
• The closing date for all applications: 24 May 2024.
• Note AJ Personnel is fully POPI compliant.
• Note WHC, in accordance with their Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.

Please note:

• AJ PERSONNEL is only responsible for the advertising of the advertisement on behalf of their client Wits Health Consortium.
• Wits Health Consortium will only respond to shortlisted candidates.
• Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.
• AJ Personnel does not have any salary or other information regarding the position.

AJ Personnel