Office Manager - (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 work closely with the Director, to provide support in dealing with the secretarial and administration of the day-to-day operations
• Acting as the first point of contact and assist with general queries and office administration

• Wits RHI - 22 Esselen Street, Hillbrow, Johannesburg

• Diary Management inclusive of coordinating and scheduling appointments and meetings, recording of events and meetings
• Assist with Stakeholder management such as implementation of high-level visits, inclusive of training and meeting coordination
• Document preparation and file management e.g. CV, professional registration and insurances
• Monitoring of office suppliers for the Director and ordering replacements (including all IT equipment
• Data collection and report preparation

• Conduct credit card reconciliation timeously, ensuring adequate funds are available at all time
• Process payment requisitions
• Track expense claims to completion

• Book, coordinate and confirm travel arrangements (flights, accommodation and transport)
• Research travel destinations and ensure that Director is aware on any new development and / or requirements with regard to travel i.e. Vaccinations etc.
• Prepare itinerary and travel information as required
• Ensure that per diems are processed timeously for each trip planned
• Process travel expense claims

• Staff management of direct reports
• Attend to all staffing requirements and administration as requested by Director
• Co-ordinate the duties of team members to ensure optimal staff utilisation and maintenance of sound labour relations
• Co-ordinate the presence of key members at relevant conferences, meetings or events
• Co-ordinate monthly Departmental updates from key staff members and report to the Director
• Support Director with scheduling and performing performance development and assessments
• Promote harmony, teamwork and sharing of information

• Take ownership and accountability for tasks and demonstrates 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 by participating in on-going training and development activities such as forums, conferences, policy setting workshops etc.

• Relevant Degree/Diploma, preferably in Business Administration
• Exceptional organizational and administrative skills
• Must have good working knowledge of Microsoft Office

• Minimum 5 years relevant experience

• Confidentiality, tact, and discretion must be maintained at all times
• Able to exercise discretion, high levels of initiative and independent decision-making
• Ability to manage self and prioritize own workload
• Excellent communication skills (both written and oral) and the ability to establish and maintain effective working relationships with other Executives, managers, staff, and external customers such as vendors and suppliers

• 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: 13 August 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