Job title: Intern (Project Administrator)- 12 Months Contract
Type: Permanent ☐ Fixed Term ☒ Temporary ☐
Location: Centurion/Bedfordview
Closing Date 08 October 2024
Submit detailed CV to: vacancies35@witshealth.co.za
Advert reference number: Intern (Project Administrator):03
Main purpose of the job: Reporting to the Portfolio Manager, the Project Administrator will provide project administration and compliance support to grant-funded projects.
In accordance with our Employment Equity goals and plan, preference will be given to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.
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.
Should you be interested in applying for this vacancy, please send an email vacancies35@witshealth.co.za.
The subject heading of the email must read and the job Intern (Project Administrator): 03.
Please include the following documentation:
• A cover letter (maximum one page) that clearly states which vacancy you are applying for.
• A detailed CV
留言