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 DPM and FM, track vehicle maintenance schedules and service intervals to ensure all program vehicles are roadworthy.

Procurement

• Work with DPM, line managers and finance and Admin office to ensure all eligible employees and DCXR unit 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 DPM and Finance and Admin office, 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. s
• Support the program and HR teams to distribute employee payslips and other administrative documents as appropriate.

Other general duties

•   Update and maintain a current employee contact list.
• Coordinate and support program meetings by preparing/ sending out meeting invitations, drafting agendas, organizing transport/ accommodation, and taking the 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 programs 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 DPM and 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 – 5 years Administration work experience
• Computer literacy incl proven Microsoft packages (Word, Excel, Outlook, PP, etc.) proficiency
• Demonstrated experience of working in donor funded projects e.g., Global Fund, PEPFAR, etc. 
• Valid driver’s licence (Code 8 minimum)

Technical Competencies

• Experience of working with multidisciplinary program teams 
• Good analytical and problem-solving skills
• Responsive and proactive
• Ability to work under pressure and multitask with minimum supervision.
• Effective time management, organizing and coordination skills. 
• Meticulous and paying attention to detail.