Health Economics and HIV and AIDS Research Division New Job Position

HEARD, based the University of KwaZulu-Natal is a regional and global leader for applied research and policy development on critical health and development challenges for the African continent. HEARD’s mission is to influence and support evidence-based policy and good practice to more effectively address Africa’s health and development challenges and to contribute to achieving health and sustainable development across the continent.

Job Title: Office Administrator
Job Location: University of KwaZulu-Natal, Durban
REF: OA JUL2018

This is a one year fixed term contract

The purpose of the position is to ensure that office administration is running proficiently; manage switchboard and front office, renovations and repairs to office space, coordinate office events, arrange flight and travel logistics. The role must function with professional oral and written communication, teamwork and efficient service delivery. The role holder is expected to make independent decisions based on the day to day management of the office.

Responsibilities:

Office Administration

• Conduct office administration coordination including cleaning services, facilities maintenance
• Full switch board and front line reception duties
• Ensure that all activities such as infrastructure, acquisition, repairs and modification are in accordance with policy and procedure and best practices are applied
• Provide assistance with internal and external courier services and postage
• Assist with office space alignment, relocations and re-allocations
• Ensure compliance with SOPs and initiate corrective action when necessary
• Attend and record minutes of meeting as and when needed

Travel and Events Coordination Support

• Timely booking of flights, accommodation, transport
• Liaise with parties regarding service delivery and provide after hour support to staff as necessary
• Prepare documents for travel and ensure that approval is obtained
• Provide travel advice as required and resolve any queries
• Meet and greet and register all event guests and ensure that event runs smoothly without any visible problems
• Coordinate and support all HEARD hosted events and meetings as appropriate, including catering arrangements
• Ensure that all administrative documents including delegate registers are appropriately filed and attendees are entered into HEARD’s contact management system
• Ensure compliance with SOP’s for events and logistics coordination

Special projects and events support

• Support management with coordinating ad hoc special projects e.g. room refurbishments
• Coordination of special events from start to finish e.g. high level retreats

Requirements:

• Undergraduate degree (Humanities or Social Sciences)
• Minimum of three years’ experience in a similar role
• Knowledge of booking and managing travel logistics, planning and execution of events, day to day office activities and maintenance. Computer literacy (i.e. Microsoft Office 365 – Word, Excel, PowerPoint and Outlook)

To apply, submit application form/s to Robyn-Lee Wagner at [email protected]

Download the application form/s here www.heard.org.za/about/careers/

Only candidates who meet the minimum requirements will be considered.

Only applications on the provided application form will be considered

Application Deadline: 6th July 2018