Program Assistant
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Job Location:
Mpumalanga - South Africa
Monthly Salary:
Not Disclosed
Posted on:
12 hours ago
Vacancies:
1 Vacancy
Job Summary
Program Support
Coordinate and schedule meetings events campaigns etc. and resolve competing commitments.
Ensure all key program related meetings/events run smoothly by sending reminders timeously preparing attendance registers and agenda attending some of the meetings
Record minutes and keeping comprehensive records of all such meetings/events and activities in the most appropriate formats for safe storage and easy retrieval.
Liaise with relevant internal and external stakeholders to optimize the performance of Right to Care Program with Mpumalanga Province
Assist in compiling program related reports or follow up with internal and external stakeholder.
Ensure conducive venues are booked for all program related meetings and events.
Maintain an orderly filing system and manage program archives.
Assist with making bookings for the project including accommodation/travel/conference bookings
Procurement
Ensure procurement is in line with company at all times.
Responsible for the procurement of all materials equipment assets that are required for the smooth running of the project.
Ensure Right to Care Mpumalanga staff members managers and sites receive their specific requirements i.e. materials posters tents etc. expeditiously to contribute towards the smooth running of the project.
Provide advice to sites on Service Providers recommendations.
Ensure Right to Care Mpumalanga Province enjoys the best possible value for money at all times by continuously monitoring the quality of the services rendered by service providers and advising the Program Manager on the need to update the preferred supplier list
Procure catering for all program related events and activities in line with procurement policy and approved budget i.e. selection of service providers quotations as per policy.
Check and liaise with staff and managers whether the goods that are purchased are suitable for their specific requirements prior to confirming an order
Issue order numbers for all required purchases
Confirm payments for all issued order numbers are fulfilled timeously
Ensure all purchases or orders fall within the allowed budget and liaise with the finance department regarding budgets and procurement policy compliance
Frequently assess whether the goods that are procured meet the required needs and quality standards
Ensure defective goods or equipment under guarantee are returned to the supplier
Ensure all accounts are up to date with respect to payment
Fleet Management
Keep up to date register /list of all project vehicles whether rented or owned by RTC
Track mileage of all company vehicles on a monthly basis.
Inspect vehicles for any damages record and report to Asset Register.
Ensure all vehicles involved in accidents are reported on time and arrange for the repair of same.
Ensure that all scratches on vehicles have been reported and attended to timeously
Arrange annual license disk renewal collect discs and replace on vehicle windscreen
Arrange collection of fleet cards for vehicles
Take vehicles to be cleaned
Develop a mechanism to ensure GPS is tracked regularly as to the whereabouts of company vehicles and take proactive action to detect and avoid any abuse of company vehicles
Monitor the vehicle tracking system; its functionality and any violations therefore and report to Program Manager to remediate.
Ensure that accurate records of usage of company vehicles are maintained at all times
Coordinate the rental and allocation of vehicles for official use under the guidance of the Program Manager
Ensure monthly fleet and fuel report is compiled and submitted to Program Manager
Conduct quarterly vehicle spot checks
Ensure all accidents are fully and timeously followed including submission of incident reports and any other remedial actions required.
Asset Management
Ensure a comprehensive and updated asset register of the project is maintained at all times. Support external verification of all RTC assets deployed in the project.
Work under supervision of the Program manager to ensure that all assets of project are maintained in the best condition possible
Training Administration support
Provide administrative support for trainings conducted or funded by the project including training venues booking training materials printing or procurement.
Support the training sessions to ensure the smooth running of the training sessions.
Ensure that appropriate records are maintained and disseminated for all trainings funded and/or provided by the project (including attendance registers certificate of attendance CPD certificates etc )
Required Minimum Education and Experience
- Grade 12
- Diploma of Administration or project management or similar
- Basic knowledge of program management or assisting a donor funded program
- Valid unendorsed code 08/10 drivers licence
- Computer Literacy
- 3 years post qualification work experience preferably in administration or project management
Desirable Experience
- 3 years relevant in a medical environment
Required Experience:
Junior IC
Key Skills
- Project Management Methodology
- Project / Program Management
- Program Management
- Management Experience
- Microsoft Powerpoint
- Project Management
- Microsoft Project
- Budgeting
- DoD Experience
- Leadership Experience
- Supervising Experience
- Contracts
About Company
Right to Care is a leading healthcare organization that began in response to the public healthcare emergency of HIV and AIDS in South Africa
