Intern (Project Administrator - 12 Months Contract)

SUMMARY:
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POSITION INFO:

Main purpose of the job:

• Reporting to the Portfolio Manager, the Project Administrator will provide project administration and compliance support to grant-funded projects

Location:

• Centurion / Bedfordview – Gauteng

Key performance areas:

Grant Management

• Assist with compliance review by collaborating on the evaluation of program and project documents to ensure they meet established standards and guidelines
• Assist with budget preparation and revisions, providing support as needed or requested for creating and updating budgets
• Assisting sites with the Pro E Wallet, reviewing their recons, and ensuring that their compliant
• Assist, coordinate, and compile all necessary documents for the submission of new proposals and grant applications
• Assist in completing contract approval forms to facilitate the necessary processes
• Escalate any compliance queries to the grant management team, ensuring timely resolution

Financial Management

• Assist in setting up projects on the WHC procure-to-pay system and initiate purchase-to-pay (P2P) processes, ensuring payments through the EPMV system
• Capture and review accounting entries related to subawards as part of month-end processes
• Capture and review entries on a template for various sites to monitor expenditure line items against site budgets
• Assist in reviewing the General Ledger (GL) and allocate project expenditures per site to the correct classification
• Assist with the administration of files to ensure they are audit-ready, contributing to a smooth audit process
• Mark fixed assets for easy identification with assigned asset numbers as part of month-end procedures
• Additionally, assist annually with fixed assets verification conducted by the division/WHC

Sub Partner Management

• Maintaining up-to date database of sub award contractual agreements, modifications, and key correspondence
• Update schedule and track sub award programmatic reporting monthly
• Conduct preliminary review of site reports and supporting documentation
• Scheduling sub partner meetings, sending out monthly meeting reminders
• Follow up to ensure timely submission of financial reports and invoices, verifying their compliance with donor rules and regulations
• Compile and circulate meeting minutes for sub-recipients, ensuring adherence to specific template standards when required

Project Administration

• Schedule meetings in conjunction with the Programme Manager for programme performance and expenditure analysis
• Maintaining up-to-date MS Teams/MS OneDrive database of documents for project teams
• Follow up on narrative reports with Project Managers as stipulated on the relevant donor agreement
• Contribute to enhancement of collaboration with the project team at all stages in the project lifecycle
• Organize and monitor schedules and see that deadlines are met

Required minimum education and training:

• Bachelor’s Degree in public management, or relevant 4-year Degree
• Additional qualification in Project Management is desirable

Desirable additional education, work experience and personal abilities:

• Must be a highly organized and responsive individual with the ability to work in a high-pressured environment
• Knowledge of Microsoft Office
• Must have a dynamic and compatible personality to be able to deal with clients, donors and staff at all levels
• Must be self-motivated, able to work independently and work as part of a multidisciplinary team
• Excellent communication skills (both written and oral) and the ability to establish and maintain effective working relationships with other staff, managers, auditors, and donors

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please Apply Online and complete your registration on Ditto Hire (our application tracking system) to enable and protect you as a candidate to accept the new POPIA terms and conditions. This will then create your permanent profile with which you can apply for all jobs as advertised by AJ PERSONNEL. However, you may remove your profile from AJ PERSONNEL when you are no longer in the job market.
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
• The closing date for all applications: 08 October 2024.
• Note WHC, in accordance with their Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.

Please note:

• AJ PERSONNEL is only responsible for the advertising of the advertisement on behalf of their client Wits Health Consortium.
• Wits Health Consortium will only respond to shortlisted candidates.
• Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.
• AJ Personnel does not have any salary or other information regarding the position.