Project Coordinator (Wits RHI)

Main purpose of the job:

• The project coordinator will support the Climate and Health Hub Administration team, working closely with the Portfolio Manager and Principal Investigators, to ensure optimal, consistent, and coordinated research operational and administrative support for multiple Climate and Health research projects, across the directorate
• Key aspects of the position are coordination of project implementation activities, monitoring of project progress of research partners, and support in the preparation of project reports to funders

Location:

• 22 Esselen, Hillbrow, Johannesburg

Key performance areas:

Project Coordination:

• Monitoring project progress and creating project status reports for the portfolio manager and principal investigators
• Assisting with budget development and resource scheduling so that team members have the resources they need to complete their tasks
• Facilitating communication between the project managers and stakeholders throughout the research project
• Support the Office Manager in collating feedback from the steering committee, working groups, workshops, and meetings and develop action items with responsibility and timelines
• Support the Office Manager in planning, facilitation, and organization of Climate and Health events, training, workshops, and meetings
• Organize, support, and provide follow-up to steering committees and other project sub-committees
• Maintain up to date Microsoft Teams folders that contain key project documents such as the main agreements, project and work plans, budgets, schedules, and scope of work
• Execute a variety of project management and administrative tasks including finance, operations, human resources as directed by the portfolio manager
• Assist with preparation and submission of research project proposals
• Support closeout of studies and sub-awards
• Coordinate the evaluation of pilot studies to determine necessary design and logistical changes for the Climate and Health program
• Develop, design, and coordinate production and assist with the distribution of marketing materials for studies
• Serve as a backup initiator on P2P and following up on procurement requisitions and payment of suppliers
• Any other required duties in line with job requirements

Monitoring and management of research partners:

• Work directly with sub-partners to establish and maintain relationships with researchers, academic institutions, and contractors, to promote Health and Climate project goals and deliverables
• Serve as a central point of contact for all administrative sub partner activities within the Health and Climate directorate and externally across all sub-partners
• Support the portfolio manager in all administrative and compliance aspects of sub-awards, contracts, and other partners including the development of work plans, scope of work, and budgets as required
• Assist in the execution and implementation of new partnerships, including drafting and negotiating various types of sub partner agreements including but not limited to confidentiality agreements, MOUs, data sharing agreements, sub partner agreements, and/or amendments to existing agreements
• Support project and activity lead in the monitoring of progress and evaluation of ongoing sub partner activities ensuring alignment with project/protocol guidelines
• Monitor sub partner expenditure against budget continually ensuring optimal burn rate is adhered to
• Track sub partner invoicing, reviewing supporting documentation. Initiating and following up on payment of sub-partners periodically
• Work directly with sub-partners to establish and maintain relationships with researchers, academic institutions, and contractors, to promote Health and Climate project goals and deliverables
• Serve as a central point of contact for all administrative sub partner activities within the Health and Climate directorate and externally across all sub-partners
• Support the portfolio manager in all administrative and compliance aspects of sub-awards, contracts, and other partners including the development of work plans, scope of work, and budgets as required
• Assist in the execution and implementation of new partnerships, including drafting and negotiating various types of sub partner agreements including but not limited to confidentiality agreements, MOUs, data sharing agreements, sub partner agreements, and/or amendments to existing agreements
• Support project and activity lead in the monitoring of progress and evaluation of ongoing sub partner activities ensuring alignment with project/protocol guidelines
• Monitor sub partner expenditure against budget continually ensuring optimal burn rate is adhered to
• Track sub partner invoicing, reviewing supporting documentation. Initiating and following up on payment of sub-partners periodically.
• Develop reporting guidelines and standard operating procedures to promote efficiencies by all sub-partners
• Ensure compliance with relevant funder guidelines, rules, and regulations specific to each sub-awards, and contractual obligations as determined by the principal investigators, and director
• Maintain up to date Teams folder for each sub-partner including contracts, amendments, budgets, the scope of works, reports, invoices, supporting documentation, meeting minutes
• Collaborate with principal investigator, portfolio manager, and senior management to align internal goals or expectations with new and existing sub-partners
• Provide written and oral reports and presentations to external and internal stakeholders
• Any other required duties in line with job requirements

Project reporting:

• Ensure periodic reports are obtained for all sub-partners and external organizations as input to reporting
• Ensure statistical and data management reports are generated, filed on Microsoft Teams, and distributed timely
• Assist in drafting monthly, quarterly, interim, annual, and final reports for various studies within the Climate and Health directorate
• Ensure that progress reports from sub-partners are filed and summary feedback provided to the Climate and Health directorate
• Any other required duties in line with job requirements

Required minimum education and training:

• Bachelor’s degree or equivalent

Required minimum work experience:

• A minimum of 1 year of experience in a research environment

Desirable additional education, work experience, and personal abilities:

• Willingness to be trained and participate in quality improvement activities
• Ability to prioritize tasks and work towards deadlines
• Able to be effective in a demanding, sometimes pressurized, fast-paced environment with competing priorities
• Able to work with multiple projects and tasks requiring comprehensive follow through and attention to detail
• Be a team player. Have good time management skills

Demands of the job:

• Knowledge of research ethics and research regulatory requirements. Experience in writing project progress reports
• Excellent communication skills and good telephone etiquette
• Confidentiality, tact, and discretion should be always maintained
• Ability to work outside of normal working hours as and when required

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: 13 April 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.