Key Performance Areas:

Finance and Administration

• Compile the necessary supporting documents to enable the finance team to prepare comprehensive payment packs that contain all the required documents for creating a payment voucher e.g., attendance registers, travel requests, etc.
• Support the finance team to implement and maintain accurate finance record-keeping and archiving systems.
• Administer petty cash transactions based on program and office needs, as guided by IHPS senior management. 
• Manage office supplies, inventory, and equipment for efficient office operations, and oversee contracted cleaning services.
• Work closely with the Asset Administrator to ensure all assets are well-maintained and accounted for.
• Provide fleet management support by ensuring that travel requests, trip authorizations, and logbooks are accurately completed, as per IHPS Vehicle Management Policy. 
• As directed by the PM and FM, track vehicle maintenance schedules and service intervals to ensure all program vehicles are roadworthy.

Procurement

• Work with PM, line managers, and finance and Admin office to ensure all eligible employees to receive their allocated monthly airtime/ data bundles on time.
• Support the procurement unit to source quotes for conferencing, accommodation, travel, and other expenses as required.
• As guided by the PM and Finance Manager, generate reports and data from the IHPS procurement system.

HR and Payroll

• Update and maintain a current employee contact list. 
• Support the program and HR teams to ensure employee timesheets and leave forms are submitted on time.
• Work closely with the HR team to ensure that payroll input information is submitted timeously. 
• Support the program and HR teams to distribute employee payslips and other administrative documents as appropriate.

Other general duties

• Coordinate and support program meetings by preparing/ sending out meeting invitations, drafting agendas, organizing transport/ accommodation, and taking minutes, as necessary.
• Organize and coordinate travel logistics and accommodation for the program staff and relevant stakeholders, in accordance with the IHPS Travel Policy.
• Support the implementation of a proper program’s record-keeping, filing, and archiving system that allows for easy retrieval of program documents/ information.
• Support program staff in processing travel and other reimbursement claims, as applicable.  
• Any other duties as assigned by IHPS management.

Qualifications

• Diploma/ NQF level 6 or equivalent qualification 
• Advanced qualifications in administration would be an added advantage.

Knowledge, Skills, and Experience

• Minimum 3 to 5 years of Administration work experience
• Demonstrated experience of working in donor-funded projects e.g., Global Fund, PEPFAR, etc. 
• Experience working with multidisciplinary program teams
• Good analytical and problem-solving skills
• Responsive, proactive, meticulous and paying attention to detail.
• Ability to work under pressure and multitask with minimum supervision.
• Effective time management, organizing, and coordination skills. 
• Computer literacy incl proven Microsoft packages (Word, Excel, Outlook, PowerPoint, etc.) proficiency
• Valid driver’s license (Code 8 minimum)