Appriciate Sibuyi

• Ensuring maintenance is done on Vehicles
• reporting incidents on vehicles
• Escalating matters to senior management
• Drafting first level reports on assets
• Checklist on the fleet management
• Welcome all visitors politely, promptly and professionally as they arrive at the office.

• Confirm appointments and inform relevant staff member of their arrival • Direct visitor to relevant person when necessary.

• Attend staff and team meetings.

• Prepare boardroom and take minutes for meetings.

• Circulate meeting minutes in an efficient and timeously manner.

• Type up documents, collate and distribute when required in a proficient and professional manner.

• Ensure there’s a printed copy of staff register at reception to be signed on a daily basis by staff.

• Before any items can be bought, there’s a need to get 3 quotes before approval can be given to purchase anything.

• Ensure that the filling system is efficiently maintained.

• Answer incoming calls within 3 rings.

• Direct calls to relevant staff member.

• Take accurate messages.

• Ensure that relevant staff members receive their messages promptly.

• Ensure that the reception area is always neat, presentable and welcoming at all times.

• Ensure that all equipment in the reception area is kept in good working order and maintained /serviced when required.

• Ensure that all materials are kept in the correct storage place, and that there is sufficient stock of all materials.

• Remain aware of stock levels of stationery, books, leaflets, and order as required by Project Coordinator.

• Ensure that outgoing mail is prepared for posting. • Ensure the printer area is neat and tidy at all times. • Maintain fixed assets register. • Ensure maintenance of all assets. • Do monthly assets audit. • 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. • Analyze tracker trip logs and compile summary weekly reports for scrutiny by the Site Manager. • Inspect vehicles monthly and compile monthly reports. • Ensure that all vehicles have a tracker system that is in a working order. • Facilitate service of all vehicles - and are in good condition. • Receive quotes for suppliers and submit to finance for authorization. • Conduct petty cash analysis and reconcile and submit to Site Manager firstly for approval before submission to Finance by the 7th of each month. • Prepare invoices for payment.

• Submit monthly financial analysis to Office / Finance Manager.

• Ensure that creditors are paid on time.

• Analyses and reconcile creditors statement.

• Receive stationery requests, analyses and issue to relevant staff as required Ordering of goods and services.

• Present cash flow report to Site Manager on a weekly and monthly basis.

• Collate and forward all HR and related forms to the HR office including leave forms, signed contracts, timesheets and other HR information.

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

• Assist with organizing induction sessions for new staff members, office access, benefit documentation, THC information, etc.

• Assist with the coordination of training.

• Maintain a database of training.

• Submit training authorizations requests to Training Manager after manager’s review and approval.

• Submit monthly training statistics to Site Manager and Training Manage

ENSURE LINKAGES ARE CREATED AND MAINTAINED BETWEEN

CLINICAL SERVCES AND CLIENTS BY CAPTURING INCOMING

CLINICAL DATA ON CLIENTS RENDERED SERVICE FROM THE

MOBILE AND OUTREACH TEAMS, WHILST MAINTAINING STRICT

CONFIDENTIALITY

: COLLECT AND COLLATE DATA RELEVANT TO THE PROGRAM’S

GOALS, WORKING CLOSELY WITH THE PROFESIONAL NURSE

COORDINATOR

: CHECK DATA COMPLETENESS, CONSISTENCY AND DATA

VERIFICATION BY LIAISING WITH RELEVANT STAFF

: VALIDATE DATA AND SUBMIT STATISTICAL REPORTS WHEN

REQUIRED

: CAPTURING DATA ON TIER.NET AND REDCAP

: PLANNING AND LEADING OF WEEKLY MEETINGS

: MAINTAIN AND MANAGING RELATIONSHIP WITH

STAKEHOLDERS

: TAKING MINUTES AT PARTNERS MEETINGS

: MAINTAIN AN ELECTRONIC DATABASE AT SITE

: RECEPTION & OFFICE ADMINISTRATION DUTIES

: EQUIPMENT & SUPPLIES

: MANAGING OF PETTY CASH