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Company: Institute of Health Programs and Systems
Location: South Africa
Closing Date: 20 August 2026
The Institute of Health Programs and Systems (IHPS) is a South African non-profit company (NPC) born out of the PEPFAR CDC Track 1 transition of the ICAP, Columbia University, Multi-country AIDS Program (MCAP) in South Africa in 2010. IHPS was established with a mission “to strengthen health and development systems through program implementation and partnerships” and the vision is to ensure “optimal and sustainable health and development outcomes”.
IHPS is a current Global Fund (GF) Subrecipient (SR) under the National Department of Health (NDoH), tasked to implement the Tuberculosis (TB) Program in the Johannesburg (JHB) Health District in Gauteng Province (GP), Dr Kenneth Kaunda (KK) District in the North West (NW) Province and Frances Baard District in Northern Cape starting October 2025 ending March 2028. As such, IHPS seeks to recruit for the following positions.
- JHB Health District x 1 position
- Dr KK x 1 position
Overall Responsibility
The incumbent shall be responsible for office administration functions as guided by the Program Manager (PM), District Program Manager (DPM), as well as Finance Manager (FM), and will provide programs, human resources (HR), finance, and procurement administrative support at the district level.
Key Performance Areas:
Finance and Administration
- Compile the necessary supporting documents to enable the finance team to prepare comprehensive payment packs that contain all the required documents for creating a payment voucher e.g., attendance registers, travel requests, etc.
- Support the finance team to implement and maintain accurate finance record-keeping and archiving systems.
- Administer petty cash transactions based on program and office needs, as guided by IHPS senior management.
- Manage office supplies, inventory, and equipment for efficient office operations, and oversee contracted cleaning services.
- Work closely with the Asset Administrator to ensure all assets are well-maintained and accounted for.
- Provide fleet management support by ensuring that travel requests, trip authorizations, and logbooks are accurately completed, as per IHPS Vehicle Management Policy.
- As directed by the PM, DPM, and FM, track vehicle maintenance schedules and service intervals to ensure all program vehicles are roadworthy.
Procurement
- Work with PM, DPM, line managers, and finance and Admin office to ensure all eligible employees and DCXR unit receive their allocated monthly airtime/ data bundles on time.
- Support the procurement unit to source quotes for conferencing, accommodation, travel, and other expenses as required.
- As guided by the PM, DPM, and Finance and Admin office, generate reports and data from the IHPS procurement system.
HR and Payroll
- Update and maintain a current employee contact list.
- Support the program and HR teams to ensure employee timesheets and leave forms are submitted on time.
- Work closely with the HR team to ensure that payroll input information is submitted timeously.
- Support the program and HR teams to distribute employee payslips and other administrative documents as appropriate.
Other general duties
- Coordinate and support program meetings by preparing/ sending out meeting invitations, drafting agendas, organizing transport/ accommodation, and taking minutes, as necessary.
- Organize and coordinate travel logistics and accommodation for the program staff and relevant stakeholders, in accordance with the IHPS Travel Policy.
- Support the implementation of a proper program’s record-keeping, filing, and archiving system that allows for easy retrieval of program documents/ information.
- Support program staff in processing travel and other reimbursement claims, as applicable.
- Any other duties as assigned by IHPS management.
Qualifications
- Diploma/ NQF level 6 or equivalent qualification
- Advanced qualifications in administration would be an added advantage.
Knowledge, Skills, and Experience
- Minimum 3 – 5 years of Administration work experience
- Computer literacy incl proven Microsoft packages (Word, Excel, Outlook, PowerPoint, etc.) proficiency
- Demonstrated experience of working in donor-funded projects e.g., Global Fund, PEPFAR, etc.
- Valid driver’s license (Code 8 minimum)
Technical Competencies
- Experience working with multidisciplinary program teams
- Good analytical and problem-solving skills
- Responsive and proactive
- Ability to work under pressure and multitask with minimum supervision.
- Effective time management, organizing, and coordination skills.
- Meticulous and paying attention to detail.
How to Apply
Qualified candidates should apply by e-mail only to [email protected]. Subject line should be the Position and District you are applying for, and a cover letter and resume or curriculum vitae (CV) should be attached. Submissions which do not follow the above instructions will not be considered.
IMPORTANT NOTICE – PLEASE READ CAREFULLY BEFORE APPLYING
Only candidates who fully meet all the minimum requirements should apply. Applicants who do not meet the stated requirements are strongly advised not to apply. Any application that does not meet the minimum requirements will be automatically disqualified and will not be considered. Moreover, due to the extremely high volume of applications expected, ONLY those shortlisted and selected for interviews will be contacted.
