Main Job Purpose
The Programme Coordinator will ensure a conducive working environment through effective and efficient administration of project team spaces, warehouse, assets, procurement planning and logistics management.
Key Performance Areas
| Project Administration
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- Develop and manage the filing system for the NACOSA program.
- Compile project requisitions and reconciliations as advised by finance
- Ensure all invoices are received and submitted timely for payments
- Develop and maintain asserts inventory lists for project equipment and supplies and submit revised versions monthly
- Ensure the facility and all sites have sign-in registers, and make copies for safe keeping monthly
- Submit office inventories to the project manager each quarter
- Ensure that all project supplies are procured timely and arrange all the paperwork accordingly
- Stock controls done and reported weekly to the project manager
- Ensure that all the sites office and the facility have adequate clinical supplies
- Maintain regular contact with site coordinators and follow up with all administrative issues
- Administer the HR policies and ensure compliance of project staff on timesheets, etc.
- Manage project vehicles and ensure daily and weekly checklists are done
- Ensure that the office rentals are paid timely each month
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| Vehicle Management |
- Inspect all vehicles daily
- Ensure all vehicles have necessary accessories
- Keep a register of vehicles showing service periods, fuel dates, kilometers, scratches, etc.
- Coordinate vehicle use
- Monitor driving compliance with laws and Anova policies
- Ensure all vehicles have logbooks
- Mark and inspect all components that can be stolen from vehicles
- Ensure all keys are kept safely
- Provide a vehicle report weekly during program meetings
- Reconcile fuel use and submit reports to Programme Manager
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| Data management and orbit capturing
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- Capture clients on orbit as required
- Capture clients on outcomes as required
- Ensure safe keeping of all source documents
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| Project Support |
- Assist with management of medical stock and develop monthly inventory
- Support the clinic and all the sites with necessary SOP’s and documents they need
- Responsible for driving yourself and other team members to the sites of work as and when required, and you should adhere to the Anova vehicle management policy
- Plan and conduct community outreach with the outreach team as when required
- Ensure adequate supply of serums for quality control
- Check monthly if all sites are doing weekly quality control and provide feedback
- Ensure all project supplies issued have supporting documents
- Conduct monthly data sites to verify data with the M&E officer
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| Team Building Support |
- Attendance registers for meetings completed and filed
- Attendance registers for trainings completed and filed
- Field visits done at least twice a month
- Attend meetings, briefings, debriefing, staff meetings and other events as directed
- Participate in learning and development opportunities (trainings, workshops, information sessions etc.)
- Stay abreast of developments in the fields of HIV/AIDS, STls and TB.
- Additional responsibilities delegated by managers from time to time.
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Qualifications and Experience
- Grade 12
- Minimum of a three year diploma or Bachelor’s degree in Admin/Logistics and Transport Management/Business qualification
- At least 2 years of community work experience
- Two years’ experience in HIV/AIDS-related environment
- Familiarity with local communities and PWUD
- Sensitivity to persons from diverse socio-economic backgrounds
- Ability to maintain confidentiality
- Administrative skills
- Excellent interpersonal skills
- Strong team orientation
- Computer Literate – MS Office Packages (MS Outlook, MS Word, MS Excel & PowerPoint).
- Excellent Communication skills and ability to speak local languages
- Valid driver’s license
- Innovative, organized, analytical and excellent interpretation data skills.
