Grant Officer (12 Months Fixed Term) Wits SAMRC Antibody Immunity Research Unit (AIRU)

SUMMARY:
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POSITION INFO:

Main purpose of the job:

• The purpose of this position is to effectively lead the financial administrative function of grant management of projects

Location:

• AIRU at NICD, Sandringham, Johannesburg

Key performance areas:

• Track stock levels
• Assist with receiving and packing stock on delivery
• Inform staff of stock delivery and collection of stock
• Liaise with staff and suppliers at all levels
• Ensure the storage areas are clean and organized daily
• Managing stock counts
• Checking stock levels, and ensuring stock orders are actioned and replenishment is done timeously to avoid stock shortage in the lab
• Ordering, storing, tracking, and controlling inventory
• Devise and maintain relevant tracking systems for stock control
• Track that the WHC Accountant has loaded all new budgets/projects approved on the Sage X3
• Request project setups on the WHC procure-to-pay and WHC EPMV systems
• Ensure that relevant bank account forms for new accounts/amendments are submitted to WHC and track that account gets opened
• Provide timeous advice on allocations and accruals of expenses
• Update AIRU budget trackers as per contracts and with all purchases to monitor available budget
• All contract approval forms are completed and submitted to WHC contracts and legal department to action agreements/contracts signatures and ensure final submission to donors/suppliers
• Load requisitions and payments on P2P and EPMV systems and follow up approval by parties daily
• Maintain Creditor accounts on a “Current” status by ensuring that all payments are made before the necessary cut-off dates
• Cost recoveries from relevant Studies/Donors/Syndicates monthly
• Ensure the transfer of funds from the WHC deposit account to the AIRU site bank accounts
• Obtain quotations from suppliers according to relevant policies and procedures
• Ensure donor/WHC compliance on all payments before processing for payment
• Assist in resolving compliance queries timeously
• Assist with addressing queries with suppliers and WHC Head Office
• Maintain and update all relevant spreadsheets, records, and files to ensure data integrity
• Assist in addressing audit compliance issues when required
• Procurement of internal control systems
• Ensure all grants and contracts are registered on the database and kept up to date
• Review and implement internal finance and operational controls
• Adhere to donor rules & regulations as per contracts
• Ensure expenditures are accurate and allocated to the correct account
• Petty cash management – reconciling and issuing all cash refunds for expenses while adhering to donor and WHC policies
• Ensure WHC Head Office draft subcontracts timeously and in line with WHC/donor
• Reporting timelines are stated in subcontractors' contracts before AIRU deadlines with donors
• Manage disbursements to subcontractors
• Ensure all customer interaction (both internal and external customers) is of the highest professional level; E.g. Respond to emails/queries within two days
• Build and maintain authentic relationships with all staff and stakeholders by ensuring that all interactions are professional
• Effectively manage work processes to maintain high levels of productivity
• Actively and consistently maintain high standards of professionalism in all aspects of personal presentation and delivery
• Apply knowledge of the organizational systems, structures, policies, and procedures to achieve results
• Follow through to ensure that productivity standards are consistently and accurately maintained
• Provide appropriate resolution for tasks or deadlines not met
• Maintain a positive attitude
• Respond openly to feedback
• Take ownership of driving your career development

Required minimum education and training:

• Grade 12 with Accounting
• Relevant Finance Degree, Diploma, or Certificate will be an advantage

Required minimum work experience:

• At least 2 years of Financial Administration experience in a donor-funded environment

Desirable additional education, work experience, and personal abilities:

• Experience working in a donor-funded organization or NGO
• Exceptional organizational and administrative skills are required together with working knowledge of Microsoft Office, especially Excel
• Must have basic legal knowledge about contracts
• A proactive, self-motivated person, able to work independently and work as part of a multidisciplinary team
• Strong administrative skills with meticulous attention to detail
• Accurate record-keeping and filing
• Ability to prioritize own workload and work to tight time scales

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.
• 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: 08 December 2023.
• Note AJ Personnel is fully POPI compliant.
• 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:

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

NB! This job is now closed. You can apply for other jobs by uploading your CV.