Division: Wits Mycology

Main Purpose of the Job: To provide administrative, operational, and project coordination support for an assigned portfolio of research projects within the Wits Mycology Division. The role supports day‐to‐day project implementation, procurement, financial administration, site logistics, meetings and events, travel, documentation, asset management, and stakeholder communication to enable timely and compliant project delivery.

Location

NICD -1 Modderfontein Road, Sandringham

Key Performance Areas

Coordinate day-to-day administrative and operational requirements for a smaller portfolio of projects allocated by the Division Operations Manager. Maintain project activity plans, calendars, trackers, action logs and key deadlines. Follow up project actions and milestones with study teams, sites, suppliers and relevant WHC departments. Support study/site readiness, including supplies, equipment, documentation and logistics. Identify operational risks, delays and unresolved issues and elevate appropriately.

Provide project status information and assist with project reports and presentations. Coordinate procurement requirements for assigned projects within approved budgets and WHC procedures, including quotations, requisitions/PO's, invoices, order tracking and supplier follow-up. Maintain accurate procurement records and trackers, including weekly updates, reconciliation, and follow-up of outstanding purchase orders (PO's). Facilitate shipping and delivery of project consumables and materials between sites.

Handle routine project queries accurately and escalated matters outside delegated authority.



Liaise with IT and other WHC support departments regarding assigned‐project operational requirements. Support financial administration for assigned projects, including invoices, statements, payment supporting documents and reconciliations. Assist with tracking project expenditure against approved budgets and flag potential variances or funding constraints.

Support petty cash, participant reimbursement, travel claims or other approved financial processes where applicable. Liaise with clinical, laboratory and project staff regarding routine operational needs for assigned projects. Coordinate delivery of study supplies, materials and equipment to sites. Support project/site initiation and readiness activities within the scope of the role. Coordinate project appointments, meetings, trainings, workshops and stakeholder events.

Draft invitations, manage RSVPs, book venues, prepare materials and attendance registers, and maintain attendance records. Take minutes, capture decisions/actions and circulate approved minutes within agreed timelines. Track asset movements, losses, damage, theft, replacement and disposal in accordance with applicable SOP's. Maintain complete project documentation and systematic electronic and physical filing for assigned projects. Support compilation of information and data for the Wits Mycology website and related communication materials.



Assist with the Division's quarterly newsletter and tracking of divisional publications.

Required Minimum Education and Training

- Senior Certificate (Matric)
- Qualification in Public Administration, Business Administration, or related field

Required Minimum Work Experience

24 Years of relevant administrative or project support experience, preferably within a research, academic, clinical research, or public health environment. Experience supporting or coordinating multiple projects, procurement, financial administration, or research operations is advantageous.

Desirable Additional Education, Work Experience and Personal Abilities

- Strong administrative, organizational, project coordination, and communication skills
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams, Outlook)
- Excellent attention to detail and ability to prioritize and manage multiple deadlines
- Experience in asset and inventory management
- Understanding of procurement and financial processes
- Ability to independently coordinate an assigned portfolio of projects within defined procedures and elevate complex matters appropriately
- Solid interpersonal and teamwork abilities with a professional demeanor
- Adaptable, reliable, accountable, and solution oriented
- Familiarity with the South African health or research sector is desirable

Wits Health Consortium will only respond to shortlisted candidates. WHC, in accordance with its Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.

Closing date: 30 October 2026

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