Administration Officer (4 Month Fixed Term Contract - Wits RHI)

SUMMARY:
Background:

• The Wits Reproductive Health and HIV Institute (Wits RHI) is a renowned African-led research institute that seeks solutions to Africa’s health challenges
• It is located within the University of the Witwatersrand and addresses some of the greatest public health concerns affecting our region, including HIV and its related problems, sexual and reproductive health, and vaccinology

POSITION INFO:
Main purpose of the job:

• To deliver a comprehensive approach to operational efficiencies by assisting the Executive Office Portfolio Manager with all operational functions, systems, and processes in the Executive Office

• 7 Esselen Str, Hillbrow, Johannesburg

• Provide, where appropriate, first contact for Executive Office both for internal and external enquiries
• Escalate important and relevant matters to Executive Office Portfolio Manager
• Provide administration support for adhoc requirements in a timeous and effective manner
• Maintain a centralized filing system
• Create, manage, and maintain an assortment of grids for a variety of purposes
• Maintain a weekly diary forecast of the upcoming weeks for the Executive Office
• Confirm all diary appointments with Stakeholders
• Determine any diary clashes so these can be timeously dealt with
• Create and maintain day packs for all appointments, telecons and meetings
• Maintain and input on Portfolio Manager and Executive Director “to do list”
• Maintain an up-to-date, accurate record of all the Executive Office travel arrangements
• Create travel packs containing relevant and accurate information relating to the travel
• Gather options for travel so that an informed decision can be made and then process the travel bookings
• Alert all International travel to relevant internal Stakeholders and external Stakeholders to create a seamless travel experience for Executive Director
• Process travel expense claims and reimbursement requests and maintain record of all Executive travel expenses on relevant databases
• Reconcile Executive Office expenses with WHC Grant’s and Finance teams
• Ensure regular follow up and resolution of all reimbursements for expenses
• Liaise with Operations/ IT and/or Facilities teams to report, follow up and ensure all Executive Office work tools are in optimal condition and in working order
• Ensure timeous monthly submission of HR related documents (leave forms and timesheets)
• Take ownership and accountability for tasks and demonstrate effective self-management
• Follow-through to ensure that quality and productivity standards of own work are consistently and accurately maintained
• Maintain a positive attitude and respond openly to feedback
• Take ownership for driving own career development

• Relevant Advanced Diploma or Undergraduate Degree in Office Administration or related field

• Minimum 2 - 3 years’ experience in office administration

• Able to maintain confidentiality, tact, and professionalism at all times
• Exceptional organizational and administrative skills with working knowledge of Microsoft Office
• Excellent written and verbal communication skills
• Self-motivated, able to work independently and work as part of a multidisciplinary team
• High level of detail orientation

• Only if you meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV and a cover letter (maximum one page) that clearly states which vacancy you are applying for
• Please Apply Online and complete your registration via our website to enable and protect you as a candidate, and 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
• 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
• Closing date: 27 August 2026
• Note: No CV will be accepted after the closing date

• WHC, in accordance with its 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
• AJ Personnel is only responsible for advertising and the response handling on behalf of their client Wits Health Consortium