Project Administrator

Temporary

VACANCY
Job title: Project Administrator
Type: Permanent ☒ Fixed Term ☐ Temporary ☐
Main purpose of the job:
To provide financial & grant management support services to all projects,
specifically in the areas of financial management, invoicing, and
organizational administration. Ensure adherence to sponsor, WHC and Wits RHI
policies and procures
Location: Wits RHI – Shandukani Research Centre,7 Esselen Street, Hillbrow
Closing date: 21 September 2021
Submit detailed CV to: vacancy6@wrhi.ac.za
Advert reference number: LM – 020MAF
In accordance with our Employment Equity goals and plan, preference will be given to suitable applicants
from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments
thereto.

Key performance areas
• Reconciling participant reimbursement logs of actual visits with visits invoiced via automatic systems.
• Reconciling participant reimbursement logs of actual visits with visits invoiced via site-generated manual
invoices.
• Capturing of actual visits in electronic payment systems such as GreenFire to ensure all invoiceable items
are reimbursed by the sponsors.
• Quarterly (or as required) invoicing of all trail-related activities according to the relevant Clinical Trial
Agreement or PSTO. This includes, but is not limited to Start-Up fees, Clinical Trial Insurance, Screen Failure
Visits, Milestone Visits, amongst others, for all DAIDS-funded and other Sponsor-funded studies.
• Keep tracking logs of all additional, non-standard, invoiceable visits or activities for each study according
to the various contracts, to ensure all allowable expenses are invoiced for and recovered.
• Reconciling credit card statements. Ensure adherence to the financial policies and procedures.
• Develop line-item checklist to manage various budgets in accordance with allowable expenses and
ensure expenses remain within that specific budget (i.e. not over- or under-spending on certain budgets
etc.)
• Assist with research, filing, data entry, and recording and maintaining accurate and complete financial
records.
• Assist with obtaining quotations for necessary items required by the unit.
• Assist with loading invoices on P2P under the correct project.
• Attend to all staffing requirements and administration i.e., time sheets, leave forms etc.
• Engage with performance development and assessments through individual coaching and other support
mechanisms.
• Identifying and reporting training needs.
• Planning and development of personal systems to manage work.
• Provide constructive contributions and feedback
• Attend to all staffing requirements and administration i.e., time sheets, leave forms etc.
• Engage with performance development and assessments through individual coaching and other support
mechanisms.
• Identifying and reporting training needs.
• Planning and development of personal systems to manage work.
• Provide constructive contributions and feedback

Required minimum education and training
• BCom. Accounting.
• Computer literate in standard MS Office packages
• Valid Drivers’ License and own car
• Current GCP Certificate
Desirable additional education, work experience and personal abilities
• Medical education, preferred as a health professional, nurse, research study assistant, community
healthcare worker
• Experience working in donor-funded organization or NGO an advantage.
• Knowledge of Microsoft Office, especially Excel.
• Must have a dynamic and compatible personality able to deal with clients, donors, and staff at all levels.
• Must be self-motivated and adaptable, able to work independently and work as part of a multidisciplinary
team as a team player. Attention to detail.
• Able to maintain confidentiality, tact and professionalism always.
• Excellent communication skills (both written and oral) will be required.
Required minimum work experience
• None
Should you be interested in applying for this vacancy, please send an email to vacancy6@wrhi.ac.za. The
subject heading of the email must read LM – 020MAF and the job title of position applying for. Please include
the following documentation:
• A cover letter (maximum one page) that clearly states which vacancy you are applying for
• A detailed CV