Intern (Contract) Wits RHI

The main purpose of the job:

• Reporting to the Portfolio Manager, the intern will provide project administration and financial management support to grant-funded projects

Location:

• Ekurhuleni - Bedfordview Office – Johannesburg

Key performance areas:

• Assist Syndicate/Division with preparing and revision of the budgets as and when required or requested
• Assist, coordinate and compile all documents required for submission of new proposals and grant applications
• Assist with project setups on the WHC procure to pay system
• Capture accounting entries in relation to sub-awards as part of the month-end processes
• Assist in the GL review and allocation of project expenditure to correct classification
• Assist with completion of contract approval forms
• Escalate any compliance queries to grant management
• Assist with administration of files to be audit-ready
• Marking fixed assets to enable easy identification with assigned asset numbers as part of the month-end procedure
• Assist on annual basis with fixed assets verification undertaken by the division/WHC
• Maintaining an up-to-date database of sub-award contractual agreements, modifications, and key correspondence
• Update schedule and track sub-award programmatic reporting monthly
• Follow up to ensure financial reports and Invoices are received timeously and are compliant with the donor rules and regulations
• Conduct a preliminary review of financial reports and supporting documentation
• Follow up on invoicing and payment of sub-award invoices with operations coordinators and creditors team
• Schedule sub partner meetings, sending out monthly meeting reminders
• Compile and circulate sub-recipients meeting minutes and sign-off according to specific template standards as and when required
• Support the compliance review of the program and other project documents to ensure effective administration of the project as and when required
• Maintain up-to-date MS Teams/MS OneDrive database of documents for project teams
• Follow up on narrative reports with Project Managers as stipulated in the relevant donor agreement
• Contribute to the enhancement of the collaboration with the project team at all stages in the project lifecycle
• Organize and monitor schedules and see that deadlines are met
• Coordinate efforts within the team and with outside consultants efficiently
• Report updates verbally and in written form to line management
• Demonstrate commitment to project needs and confidentiality continuously
• Review and update project staff list and organograms monthly, and distribution to line managers for verification
• Complete any necessary administrative tasks, such as research and email
• 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 of driving your own career by participating in ongoing training and development activities

Required minimum education and training:

• B.Com/B.Admin Degree or related 3-year National Diploma, or Project Management qualification

Required minimum work experience:

• 1 Year of Project Administration/Management experience

Desirable additional education, work experience, and personal abilities:

• Experience working in a donor-funded organization or NGO will be advantageous
• Knowledge of Microsoft Word and Excel
• Must have a compatible personality able to deal with donors and staff at all levels
• Self-motivated, able to work independently and work as part of a multidisciplinary team
• The environment may at times be busy and need excellent time management skills and attention to detail

Demands of the job:

• A highly organized and responsible individual with the ability to work in a high-pressured environment in which year-round donor-specific reporting and audits are conducted
• Should be able to work effectively in a virtual environment and spend long hours sitting and using a computer

Communications and relationships:

• Excellent communication skills (both written and oral) and the ability to establish and maintain effective working relationships with other staff, managers, auditors, and donors

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please Apply Online and complete your registration on Ditto Hire (our application tracking system) to enable and protect you as a candidate 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.
• AJ Personnel is fully POPIA Compliant.
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
• The closing date for all applications: 09 May 2022.
• 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.
• Note WHC, in accordance with their 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.
• PLEASE NOTE: Our Client, WHC -RHI, maintains mandatory Covid-19 requirements, and as such only Covid-19 vaccinated incumbents will be considered for positions.

Please note:

• AJ Personnel is only responsible for advertising the advertisement on behalf of their client Wits Health Consortium.
• AJ Personnel does not have any salary or other information regarding the position.