Project Assistant (Healthcare - 6 Month Fixed Term Contract - Wits Health Consortium)

SUMMARY:
Background:

• Wits Health Consortium (Pty) Limited ("WHC") is a wholly-owned Company of the University of the Witwatersrand, Johannesburg (South Africa) under its Faculty of Health Sciences
• WHC provides Faculty with a legal framework within which to operate the research and other activities necessary to support its academic objectives
• In addition, WHC offers a range of products and services to Academics

POSITION INFO:
Division: Wits Mycology
 
Main Purpose of the Job:

• To provide administrative, operational, and project coordination support for an assigned portfolio of research projects within the Wits Mycology Division
• The role supports day-to-day project implementation, procurement, financial administration, site logistics, meetings and events, travel, documentation, asset management, and stakeholder communication to enable timely and compliant project delivery

• NICD -1 Modderfontein Road, Sandringham

• Coordinate day-to-day administrative and operational requirements for a smaller portfolio of projects allocated by the Division Operations Manager
• Maintain project activity plans, calendars, trackers, action logs and key deadlines
• Follow up project actions and milestones with study teams, sites, Suppliers and relevant WHC departments
• Support study/site readiness, including supplies, equipment, documentation and logistics
• Identify operational risks, delays and unresolved issues and escalate appropriately
• Provide project status information and assist with project reports and presentations
• Coordinate procurement requirements for assigned projects within approved budgets and WHC procedures, including quotations, requisitions/PO's, invoices, order tracking and Supplier follow-up
• Maintain accurate procurement records and trackers, including weekly updates, reconciliation, and follow-up of outstanding purchase orders (PO's)
• Facilitate shipping and delivery of project consumables and materials between sites
• Handle routine project queries accurately and escalate matters outside delegated authority
• Liaise with IT and other WHC support departments regarding assigned-project operational requirements
• Support financial administration for assigned projects, including invoices, statements, payment supporting documents and reconciliations
• Assist with tracking project expenditure against approved budgets and flag potential variances or funding constraints
• Support petty cash, Participant reimbursement, travel claims or other approved financial processes where applicable
• Liaise with Clinical, Laboratory and Project staff regarding routine operational needs for assigned projects
• Coordinate delivery of study supplies, materials and equipment to sites
• Support project/site initiation and readiness activities within the scope of the role
• Coordinate project appointments, meetings, trainings, workshops and Stakeholder events
• Draft invitations, manage RSVPs, book venues, prepare materials and attendance registers, and maintain attendance records
• Take minutes, capture decisions/actions and circulate approved minutes within agreed timelines
• Track asset movements, losses, damage, theft, replacement and disposal in accordance with applicable SOP's
• Maintain complete project documentation and systematic electronic and physical filing for assigned projects
• Support compilation of information and data for the Wits Mycology website and related communication materials
• Assist with the Division’s quarterly newsletter and tracking of divisional publications

• Senior Certificate (Matric)
• Qualification in Public Administration, Business Administration, or related field

• 2–4 Years of relevant administrative or project support experience, preferably within a research, academic, clinical research, or public health environment
• Experience supporting or coordinating multiple projects, procurement, financial administration, or research operations is advantageous

• Strong administrative, organizational, project coordination, and communication skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams, Outlook)
• Excellent attention to detail and ability to prioritize and manage multiple deadlines
• Experience in asset and inventory management
• Understanding of procurement and financial processes
• Ability to independently coordinate an assigned portfolio of projects within defined procedures and escalate complex matters appropriately
• Strong interpersonal and teamwork abilities with a professional demeanor
• Adaptable, reliable, accountable, and solution oriented
• Familiarity with the South African health or research sector is desirable

• 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 with 3 contactable references
• 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: 30 October 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
• AJ Personnel does not have any salary or other information regarding the position