Operations Coordinator (Permanent Part-Time - 3 days per week - 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 efficiency in the Research Centre and other projects as needed by assisting the Director of Clinical Trials, Technical Head, Senior Clinician, Senior Researcher, Study Coordinators and the Research Team with all operational functions, systems and processes

• 7 Esselen Street, Hillbrow, Wits RHI Research Centre Clinical Research Site (CRS)

• Timeous planning and implementation of new strategies to ensure effective operational efficiency at the Research Centre and other projects as needed
• Typing, formatting, and drafting of documents, including letters, emails, memos, and reports when required
• Perform general office duties when required including minute taking, printing, coordinating meetings, visits, and training sessions
• Provide general operational and administrative support to Director of Clinical Trials, Technical Head, Senior Clinician, Senior Researcher, Study Coordinators, and the Research Team
• Co-ordinate branding of uniforms for staff, distribution of uniform and record keeping
• Provide daily support and coordination of procurement and administration, asset management and control, petty cash, and reconciliation
• Ensure calibration of Laboratory, Pharmacy, and Clinical equipment
• Ensure compliance with respect to donor and or provider’s requirements for procurement and finance
• Ensure all procurement documents are completed correctly
• Maintain office equipment orders and stationery for teams
• Completion of Recruitment Requisition Forms for new Positions
• Provide support and coordination of HR related matters including but not limited to leave management, timesheet management
• Maintain relevant office systems such as electronic and manual filing systems
• Assist in preparing briefing papers, reports, and presentations
• Update and maintain the Director’s curriculum vitae by recording publications, conference attendance/presentations and involvement in mentorship activities
• Work in conjunction with IT support to ensure that the IT requirements of the Directors office are met
• Maintain updated copy of master CV, NIH Biosketch and SAHPRA CV
• Submit publications to publications central monthly – keep track of submissions to published
• Coordinate and schedule relevant appointments and meetings
• Update Publications and Abstracts Tracker for the Director of Clinical Trials, Technical Head, Senior Clinician, Senior Researcher, Study Coordinators and the Research Team
• Coordinate and confirm travel arrangements (flights, accommodation, and transport) for the research team
• Facilitate payment of travel expense claims with the Operations Department
• Maintain relevant office systems such as electronic and manual filing systems
• Compile monthly operations feedback reports and disseminate to relevant internal and external stakeholders
• Participate in regular planning sessions with Director of Clinical Trials, Technical Head, Senior Clinician, Senior Researcher, Study Coordinators, and the Research Team to ensure efficient and effective operational support
• Compile monthly operational feedback reports
• Complete daily reports of activities
• Ensure auditable and traceable documentation
• Complete any additional tasks per relevant study delegation logs
• Assist with any media requests by ensuring that the relevant staff member best suited to assist is informed and request is dealt with

• A relevant Certificate or Diploma in Business  Administration would be advantageous.
• Computer literate in standard MS Office packages. Valid driver’s license

• 2 years office administration experience in a medium to large sized organisation
• Working knowledge of operations and financial systems and processes

• Some exposure to project management/NGO environment would be useful Experience working in a donor funded organization or NGO
• Exceptional organizational and administrative skills with working knowledge of Microsoft Office
• Own, reliable transport preferred. Able to maintain confidentiality, tact and professionalism always
• Able to exercise discretion, high levels of initiative and independent decision-making. Must be assertive, confident and adaptable
• Self-motivated, able to work independently and work as part of a multidisciplinary team
• Positive, energetic, team player.
• Ability to adapt to complex situations, ability to manage stress, self-starter, ability to deliver goals proactively, creative thinker, goal oriented
• A thorough and accurate approach to work
• Attention to detail
• Excellent communication skills
• 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 by participating in ongoing training and development activities

• Able to work in a demanding environment and adapt to changes
• Travelling (own transport) and overtime may be required from time to time
• Must be contactable after hours for any unplanned emergencies or queries

• Only if you meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV
• 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: 31 July 2025
• 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
• AJ Personnel does not have any salary or other information regarding the position