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
Office Administrator

Overall Responsibility

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

Key Performance Areas: 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).
  • 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.
  Human Resource (HR)
  • Collate staff timesheets and other relevant payroll documents and submit to national office as appropriate.
  • Keep leave plan and tally the leave taken to the plan
  • Keep leave register
  • Collect staff leave forms and supporting documents (medical certificates, etc.) for submission to national office. 
  • Keep hard copies of staff personnel files in a safe and secure place.
  • 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.
  • Other administration functions as assigned by Supervisors and IHPS management.
  • Problem Solving 
  • Able to work independently. 
  • Able to work in a team. 
  • Good verbal and writing skills.
  • Good communication and interpersonal skills.
  • Good facilitation skills
Qualifications and Experience:
  • Diploma or certificate in office or business administration, finance or equivalent.
  • Demonstrated work experience.
  • Communication, marketing, executive assistance or clerical training would be an added advantage

By expressing the interest in the positions, applicants are consenting in terms of POPI Act for their curriculum vitae (CV) to be shared with the relevant people authorized to act on behalf of IHPS in the recruitment process.

How to Apply

Qualified candidates should apply by e-mail only to Subject line should be the position you are applying for, and a cover letter and resume or 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 short-listed and 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: 11 July 2023