Anova Health Institute Vacancies
Project Administrator – Fixed Term
Closing on: Apr 19, 2026
Job Type: Fixed Term
Job Location: Johannesburg
1.Main Job Purpose
The Project Administrator provides effective and efficient administrative and coordination support to project teams. The role ensures the smooth day‑to‑day functioning of project activities through accurate documentation, record‑keeping, compliance support, meeting coordination, and adherence to organisational policies and standard operating procedures.
2. Key Performance Areas
| Key Performance Areas | Tasks and Activities |
| Project Administration | Establish, manage, and maintain filing systems for all project documentation (electronic and hard copy)Prepare, circulate, and file minutes of meetings and track action itemsCompile and submit administrative reports as required by project managementEnsure rentals, service-related invoices, and supporting documents are submitted timeouslyMaintain attendance registers, sign‑in sheets, and timesheets and submit them according to reporting schedulesProvide administrative support for meetings, trainings, workshops, and project activitiesEnsure all project staff have access to relevant SOPs, guidelines, and project documentationAssist with drafting and formatting correspondence, reports, and presentations |
| Operational and Logistical Support | Coordinate logistical arrangements for meetings, trainings, workshops, and field activitiesSupport travel and accommodation arrangements for project staff when requiredLiaise with internal teams and service providers to support smooth project operationsProvide administrative coordination support to field teamsAssist with procurement requests, as and when required. |
| Compliance, Quality Control, and Record‑Keeping | Ensure project documentation complies with organisational policies, SOPs, and donor requirementsCollect, file, and safeguard quality‑control and verification documents from project sitesMaintain accurate, organised, and audit‑ready recordsSupport internal and external audits by providing required documentationUphold confidentiality and responsible handling of sensitive project information |
| Team and Project Support | Support leave administration and timesheet submissionsProvide administrative assistance to project staff for field and programme activitiesParticipate in meetings, briefings, trainings, and team‑building activitiesConduct routine site visits for administrative verification and support where requiredPerform additional duties reasonably assigned by management |
Qualifications and Experience
- Grade 12
- Certificate or diploma in Administration, Office Management, or related field (advantageous)
- Minimum 1–2 years’ experience in a project or programme administration role
- Experience working in NGO, community‑based, or donor‑funded environments will be advantageous
Assets Officer – Fixed Term
Closing on: Apr 19, 2026
Job Type: Fixed Term
Job Location: Johannesburg
1.Main Job Purpose
The Assets and Fleet Officer is responsible for the effective coordination, control, safeguarding, and utilisation of organisational assets and fleet vehicles. The role ensures accurate asset records, compliant fleet operations, cost control, preventative maintenance, and efficient logistical support to projects and operational teams while ensuring adherence to organisational policies, safety standards, and regulatory requirements.
2. Key Performance Areas
| Key Performance Areas | Tasks and Activities |
| Asset Management | Develop, maintain, and regularly update comprehensive asset registers for all organisational assets, equipment, and toolsConduct regular physical asset verifications, inspections, and reconciliationsEnsure proper tagging, identification, and secure storage of assetsTrack lifecycle, condition, depreciation, and disposal of assets in line with policyManage issuance, return, and transfer of assets with appropriate documentationInvestigate and report on lost, damaged, or stolen assetsSupport audits by providing accurate asset records and reportsImplement and monitor asset control procedures to minimise loss and misuse |
| Fleet and Vehicle Management | Manage the daily operation of the organisation’s fleet of vehiclesMaintain a vehicle register including licensing, service schedules, mileage, fuel usage, and insuranceEnsure daily, weekly, and monthly vehicle inspection checklists are completed and filedCoordinate vehicle allocation and usage in line with operational needsMonitor compliance with road traffic laws, organisational vehicle policies, and safety proceduresEnsure vehicles are serviced, repaired, licensed, and roadworthyEnsure vehicles are equipped with required safety equipment, logbooks, and accessoriesManage fuel cards, fuel reconciliation, and cost monitoringPrepare and submit regular fleet performance and compliance reports |
| Facilities, Equipment, and Logistics Support | Coordinate minor facility-related requirements linked to assets and fleet (parking, storage, access control)Support logistics for projects requiring vehicles, equipment, and suppliesEnsure adequate availability and distribution of equipment and supplies at all operational sitesLiaise with site coordinators and managers regarding asset and fleet needs |
| Procurement and Cost Control | Assist with sourcing quotations and procurement of assets, spare parts, and fleet-related servicesVerify deliveries against orders and ensure quality and quantity complianceMonitor expenditure related to assets and fleet operationsSupport cost-reduction and efficiency initiativesEnsure compliance with procurement and financial controls |
| Administration, Reporting, and Compliance | Maintain accurate filing systems (manual and electronic) for asset and fleet documentationEnsure timely submission of invoices, reconciliations, and supporting documents to FinanceCompile weekly, monthly, and quarterly asset and fleet reportsMonitor compliance with Occupational Health and Safety (OHS), environmental, and organisational policiesSupport internal and external auditsEnsure confidentiality and proper record management |
3. Qualifications and Exeprience
- Grade 12
- Diploma or Bachelor’s degree in Logistics, Transport Management, Facilities Management, Business Administration, or related field (advantageous)
- Minimum 2–5 years’ experience in asset management, fleet management, logistics, or operations
- Experience in project-based or multi-site environments will be advantageous
- Valid driver’s licence (essential)
- Knowledge of vehicle management, asset control systems, and procurement processes
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Finance Officer: Fixed Term
Closing on: Apr 20, 2026
Job Type: Fixed Term
Job Location: Johannesburg
1. Main Job Purpose
The Finance Officer is responsible for the accurate and timely execution of routine finance transactions and operational finance activities. The role supports the finance function by processing approved payments, capturing financial transactions, maintaining transaction records, assisting with reconciliations, supporting month-end activities, and ensuring that finance processes are followed in line with internal controls and supporting documentation requirements.
2. Key Performance Areas
| Key Performance Areas | Tasks and Activities |
| Transaction Processing | Process approved supplier payments, reimbursements, transfers, and other routine finance transactions.Capture transactions accurately in the finance system using the correct account codes, cost centres, and project allocations.Ensure that all transactions processed are supported by approved and complete documentation.Process journals and other routine finance entries as assigned.Support payment runs and ensure that transactions are processed within agreed timelines.Confirm processed payments and update payment records where required.Assist with urgent payments that require prompt operational turnaround.Ensure that transaction processing is aligned with internal controls and finance procedures. |
| Payment Administration and Audit Trail | Maintain complete and accurate records of processed transactionsEnsure supporting documents are linked to processed transactions and retained appropriatelyAssist in maintaining orderly finance files for operational use, audit support, and management reviewUpdate transaction schedules, payment registers, and related finance trackers as requiredSupport the finance team in retrieving supporting documents when neededHelp ensure that finance records are current, properly referenced, and easy to trace |
| Reconciliations and Finance Support Schedules | Prepare routine reconciliation support schedules as assigned.Assist with bank, supplier, debtor, creditor, or other reconciliation preparation where required.Investigate basic reconciling items and gather supporting information for review.Escalate unresolved differences, missing support, or unusual items to the accountant.Support the preparation of month-end schedules and transaction summaries.Assist with maintaining records required for follow-up on outstanding finance items. |
| Month-End Support | Ensure assigned transactions are processed before month-end cut-off deadlines.Assist in preparing monthly transaction listings and support schedules for review.Support the completion of month-end finance files and documentation.Provide transaction information required for project, departmental, or entity reporting.Assist with the preparation of routine schedules used in monthly reporting packs.Follow up on outstanding items that may affect timely month-end completion. |
| Compliance and Control | Ensure that no transaction is processed without the required approvals and supporting documentationFollow internal finance policies, procedures, and standard operating processes at all timesIdentify incomplete, unclear, or potentially non-compliant transactions and escalate them for reviewMaintain confidentiality and proper handling of financial informationSupport audit readiness by ensuring transaction files are complete and properly maintainedAssist in implementing corrective actions where finance control weaknesses are identified |
3. Qualifications & Expertise
- Diploma or degree in Finance, Accounting, Bookkeeping, or a related field
- 2 to 4 years’ experience in a finance operations, accounts payable, bookkeeping, or general finance role
- Experience in processing transactions and maintaining finance records
- Experience using accounting or finance systems
- Experience in donor-funded, NGO, project-based, or multi-cost-centre environments will be an advantage
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