Job Description

Anova Vacancies – Programme Coordinator

Programme Coordinator – Anova Vacancies

Main Purpose of the Role
The Programme Coordinator ensures a productive and compliant working environment through efficient administration of project spaces, assets, procurement planning, logistics, data support, and operational coordination across sites.

Key Performance Areas and Responsibilities

Project Administration

• Establish and maintain an organised filing system for the programme.
• Compile project requisitions and reconciliations in line with finance requirements.
• Ensure invoices are submitted timeously for payment processing.
• Develop and maintain asset inventories for project equipment and supplies, submitting updated lists monthly.
• Ensure all facilities and sites maintain sign-in registers and archive copies monthly.
• Submit quarterly office inventories to the Programme Manager.
• Coordinate timely procurement of project supplies and manage all supporting documentation.
• Implement stock control processes and submit weekly reports to the Programme Manager.
• Ensure facilities and sites maintain adequate clinical supplies.
• Maintain regular communication with Site Coordinators and resolve administrative matters.
• Administer HR processes and ensure staff compliance with policies, including timesheet submission.
• Manage project vehicles and ensure completion of daily and weekly checklists.
• Ensure monthly office rental payments are processed on time.

Vehicle Management

• Conduct daily vehicle inspections and ensure all required accessories are in place.
• Maintain an up-to-date vehicle register including services, fuel usage, mileage, and damages.
• Coordinate vehicle allocation and usage schedules.
• Monitor compliance with road laws and organisational vehicle policies.
• Ensure all vehicles have logbooks and that removable components are marked and inspected.
• Safeguard all vehicle keys and assets.
• Provide weekly vehicle reports during programme meetings.
• Reconcile fuel usage and submit reports to the Programme Manager.

Data Management and Orbit Capturing

• Capture client data on Orbit and record outcomes as required.
• Ensure secure storage and management of all source documents.

Project Support

• Support medical stock management and develop monthly inventory reports.
• Ensure clinics and sites have updated SOPs and required documentation.
• Provide transport support to sites when required in line with vehicle management policy.
• Plan and conduct community outreach with the outreach team as needed.
• Ensure adequate supply of serums for quality control processes.
• Monitor weekly quality control implementation across sites and provide feedback monthly.
• Ensure all issued project supplies are supported by proper documentation.
• Conduct monthly data verification site visits with the M&E Officer.

Team Building and Operational Support

• Complete and file attendance registers for meetings and trainings.
• Conduct field visits at least twice per month.
• Attend meetings, briefings, debriefings, and staff engagements as required.
• Participate in learning and development opportunities.
• Stay informed on developments in HIV/AIDS, STIs, and TB.
• Perform additional duties delegated by management as required.

Qualifications and Experience

Qualifications

• Grade 12.
• Three-year Diploma or Bachelor’s degree in Administration, Logistics and Transport Management, or Business.

Experience and Skills

• Minimum of two years’ community work experience.
• At least two years’ experience in an HIV/AIDS-related environment.
• Familiarity with local communities and people who use drugs.
• Strong sensitivity to diverse socio-economic contexts and ability to maintain confidentiality.
• Strong administrative, organisational, and analytical skills with attention to detail.
• Excellent interpersonal and communication skills, including local language proficiency.
• Strong team orientation and ability to work collaboratively.
• Computer literacy in MS Outlook, Word, Excel, and PowerPoint.
• Valid driver’s license.

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