Feb 11, 2019

Grants and Administration Officer

  • Enhancing Care Foundation
  • Durban
Full time Admin-Clerical

Job Description

Enhancing Care Foundation seeks to appoint a Grants and Administration Officer, to be based in Durban.

Report to: Project Director

This is a fixed term appointment.

The purpose of the Grants and Administration Officer serves to lead the provision of effective financial and administrative support services, specifically in the areas of financial management, donor liaison and organisational administration. S/he will support the delivery of project activities by implementing specified objectives. S/he shall develop systems and manage the administration duties related to the project.

Grants management:
Attend to all compliance and regulatory aspects of grant
Maintain master grants calendar to inform key staff members on required materials/reports
Ensure all reporting requirements adhered to
Ensure all ethical aspects of grant adhered to
Keep track of all performance and finance milestones
Provide all documents to funder as required
Ensure all project activities conform to grant specifications
Ensure efficient and effective grant administration processes and procedures
Develops and maintains a project management system through intranet to track progress, to provide regular feedback and to ensure timely completion of project deliverables
Maintains electronic and hard-copy manuals and updates program section of policy and procedures manual
Prepare simple contract and service level agreements

Assists in the preparation of materials for all meetings
Conduct counter terrorism checks and supplier verifications
Schedule project committee meetings
Responsible for management of all contracts
Responsible for prioritising and meeting application and reporting deadlines
Overall administrative support
Oversee acknowledgement of all grants, including grant agreement compliance, acknowledgement letters, reports, printed and electronic recognition approvals, filing and tracking necessary copies and support documentation, and communicating pertinent grant requirements to relevant staff
Coordinate meetings; maintain files and status reports for all aspects of office
Responsible for coordinating appointments, meetings, conference calls and virtual meetings
Perform any other duty within skillset and capability as and when required

Proficiency in Microsoft Office, including MS Project is essential
Ability to draft and distribute professional correspondence is required
Organisation skills including file organisation are essential and the position will entail responsibility for organising, indexing and maintaining project specific files
Written and verbal communication skills are a must, including the ability to compose correspondence with brief direction
Research skills including familiarity with internet research, product research, and company research are highly desired and will correlate to additional success in the position
Interpersonal skills must be strong and enable the candidate to work with all level stakeholders, both within and outside of the organisation, in a professional, service-oriented manner, and with a view towards building and strengthening relationships
A positive attitude, appearance and professionalism, including professional telephone and personal etiquette and the willingness to exhibit a positive demeanour even when dealing with difficult situations
Strict attention to detail will be critical to success
Ability to maintain confidences and confidential information is required
Ability to work in a demanding, challenging and high-pressured office environment with a positive attitude, is required
Working independently as well as in a team environment, with a willingness to serve as much as to direct, will be expected

To apply, submit a CV to cover letter include your current notice period and salary expectation in your cover letter.

Please quote the source of this advertisement in your application

Only short listed candidates will be contacted.

Applicants who have not been contacted within three weeks of closing date for applications should assume the application as unsuccessful.

Enhancing Care Foundation (ECF) is a not-for-profit organisation based in South Africa that provides key health system strengthening, capacity building, clinical and non-clinical research services. The vision is to be the premier institute of research and development in the fields of HIV, TB and other related diseases.


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