TB HIV Care: Grant Administrator (Programme Admin)

Company: TB HIV Care

Location: South Africa

Closing Date: 13 May 2026

Job Advert Summary

TB HIV Care (THC), in existence since 1929, is an internationally recognized non-profit organization. We provide health care services throughout South Africa to both the general population and communities at increased risk for HIV and TB, including adolescent girls and young women, sex workers and people who use drugs. THC provides a stimulating work environment and the opportunity to work with leaders in the field of HIV and TB prevention and care. Our work culture is adapted to the constantly evolving South African health care environment and will suit solution-driven team players interested in opportunities for career development while working to connect people with care.

Purpose of the position:

To support and enhance the Programme Manager and management team’s effectiveness using a variety of administrative, project management, communication & organizational skills.

Minimum Requirements

• Matric
• Office management/project management diploma
• 3 years’ project management experience
• 3 years’ experience within an NGO environment
• 3 years’ data management and reporting experience
• Fluency in English and another South African language
• Valid code 08 licence
• Own transport
• Clear criminal record

Duties and Responsibilities

Office administration

• Prepare attendance registers, agenda and set up the boardroom and MS Teams Meeting Link
• Take minutes of meetings
• Circulate meeting minutes in an efficient and timeous manner
• Type up documents, collate and distribute when required in a proficient and professional manner
• Maintain an electronic record of meetings and conferences for audit purposes
• Ensure a filing system is in place and efficiently maintained
• Manage the diary of the programme director
• Perform other general office tasks as required by the programme manager

Asset administration

• Maintain the fixed assets register of all programme assets
• Ensure maintenance of all assets
• Conduct monthly assets audit and ensure photographs are taken (where applicable)
• Ensure that all staff complete acknowledgement of receipt form for assets taken
• Ensure that staff return assets when they resign
• Keep stock card for all supplies

Equipment and supplies

• Monitor all equipment to ensure it is kept in good working order and maintained/serviced when required
• Remain aware of stock levels of stationery, books, leaflets, and order as required by programme manager

Finance administration

• Work closely with the financial manager to ensure all requests, approvals and expenses are approved
• Ensure that petty cash is analysed, reconciled and submitted to the programme director first for approval before submission to finance on a weekly basis

Fleet administration

• Liaise with the fleet coordinator regarding the booking of vehicle service intervals and maintenance
• Ensure fleet vehicles are inspected on a monthly basis (vehicles are in good condition; vehicles have a tracker system that is working etc.)
• Update fleet vehicle tool (new drivers, movement of vehicles, expiry dates etc.)
• Report incidents and/or accidents
• Analyse tracker trip logs and compile summary weekly reports for scrutiny by the regional project coordinators
• Ensure the vehicle policy and SOP are communicated to all drivers

Procurement administration

• Order goods and services – obtain quotes from service providers and load to the Fraxion system for authorisation and payment
• Complete and update the Fraxion goods procurements tracker
• Review Prepaid24 airtime list for the programme on a monthly basis
• Ensure adequate stationery supplies are maintained and procure stock when needed
• Administer stationery requests, analyse and issue to relevant staff as required

Training

• Assist with the coordination of training
• Maintain a database of training
• Submit training authorizations requests to Training Manager after District Manager’s review and approval

Performance management

• Assist the Programme Director with providing performance related information including reviews, job descriptions, etc. and coordinating logistics, documents, appointments, etc.

Other duties

• Manage the Funder Reporting, and Finance databases
• Support all the Site Office Administrators with programme related information
• Support operational research, monitoring and evaluation and reporting
• Identify and collaborate with health service providers to sensitize and build relationships with Health Services
• Manage regional stakeholders and ensures engagement for successful programme implementation
• Support other THC teams and activities across the region
• Follow up on work assigned to managers to ensure that deadlines are met
• Ad hoc mini audits (leave, time keeping, debit cards, petty cash etc.)

Skills and Competencies

• Excellent verbal and written communication skills
• Excellent attention to detail
• Interpersonal skills
• Good interpersonal and negotiation skills
• Conflict management
• Data management 
• Reporting