Office Administrator

The Institute of Health Programs and Systems (IHPS) is a South African non-profit company (NPC) born out of the PEPFAR CDC Track 1 transition of the ICAP, Columbia University, Multi-country AIDS Program (MCAP) in South Africa in 2010. The IHPS mission is “to strengthen health and development systems through program implementation and partnerships” and the vision is “optimal and sustainable health and development outcomes”. Presently, IHPS is a Global Fund Subrecipient (SR) under The Aids Foundation of South Africa (AFSA), tasked to implement the “Prevention programs for adolescents and Young People (AYP), in and out of school” with a specific focus on adolescent girls and young women (AGYW) and Adolescent Boys and Young Men (ABYM) in Mbombela Sub District in Mpumalanga Province from April 2022 – March 2025. As such, IHPS seeks to recruit the position outlined below, based in Mbombela Sub District in Mpumalanga Province.

Full Time
  • Contract Type: Fixed Term Contract
  • Start Date: December 2023
  • Level of Effort: 100%
  • Closing Date: 14 November 2023
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Overall Responsibility

Under the supervision of the Program Manager, the Office Administrator will provide efficient and reliable office administration support to the IHPS Mbombela regional office.

 

Key Performance Areas:

The incumbent will provide efficient and reliable office administration support to the IHPS regional office. Essential duties include but are not limited to:

Office Administration

  • Answer and make telephone calls as appropriate.
  • Dispatch telephone calls and messages to staff.
  • Respond to telephone queries.
  • Support staff with photocopying, scanning, faxing, filing, etc.
  • Coordinate couriering and distribution of documents destined for national office and other external parties.
  • Prepare IHPS inter-office correspondence and other relevant official correspondence as guided by Supervisors.
  • Order office supplies, stationery and business cards for staff, as per IHPS procurement policies and procedures.
  • Coordinate staff ICT support e.g. data bundles and airtime, in close collaboration with Finance Officer (FO).

Finance

  • Manage petty cash and submit monthly petty cash reports to national office.
  • Submit staff travel requests and travel reimbursement claims in a timely manner.
  • Work closely with Finance Officer to maintain a current asset register for the office.

Travel 

  • Collate staff travel requests and travel reimbursement claims for travel authorization/ approval by relevant Supervisor.
  • Upon approval of business travel requests, coordinate staff flight and accommodation bookings as per IHPS travel policies and procedures.
  • Coordinate ground transport for IHPS staff i.e. airport shuttle, car rental and IHPS vehicle usage, as per IHPS travel policies and procedures.
  • Maintain and update transport logbooks for IHPS vehicles.
  • Collate all relevant travel related supporting documents e.g. boarding passes, attendance registers, meeting agendas, etc.

Meetings/ training workshops/ events

  • Manage logistical preparations for meetings/ training workshops.
  • Minute taking in staff meetings.
  • Coordinate other IHPS events as directed by Supervisors.

General

  • Other administration functions as assigned by Supervisors and IHPS management.
Qualifications and Experience:
  • Diploma or Certificate in office or business administration, finance or equivalent.
  • At least 2 years’ experience in an office administration position.
  • Demonstrated experience in project administration for donor funded programs is desirable.
  • Proven finance administration experience would be an added advantage.
  • Communication, marketing, executive assistance or clerical training would be also be advantageous
Competencies:
  • Excellent verbal and written communication skills in English. Command of other official   languages would be an added advantage;
  • Experience in project or office administration;
  • Ability to take initiatives, work under pressure and multitask with minimum supervision;
  • A team player with good interpersonal skills;
  • Effective time management and coordination skills;
  • Competent in Microsoft Office suite;
  • Valid driver’s license and ability to drive would of advantage

Employer’s Rights

This position description may not list all the duties of the job. If an offer is made, you will be presented with a detailed job description. Applicants will be evaluated based upon their demonstrated ability to perform the tasks listed above, their education and work experience. The employer reserves the right to revise this posting at any time.

How to Apply

Qualified candidates should apply by e-mail only to HR@ihps-sa.org. Subject line should be the Position and District you are applying for, and a cover letter and resume or curriculum vitae (CV) should be attached. Submissions which do not follow the above instructions will not be considered.

Due to the extremely high volume of CVs expected, only those selected for interviews will be contacted. NO PHONE CALLS about these positions will be accepted.

It is unlawful to employ a person who does not have permission to live and work in South Africa Unless the advert states otherwise, please ensure you have this permission before you submit your application.

NB: The organization reserves the right to re-advertise the positions should the need arise and reserves the right not to fill the above listed positions.

Closing Date: 10 November 2023