Open Roles at The Aurum Institute

Work Description

To manage and coordinate all administrative functions and staff-related activities within the Department as well as establish and maintain appropriate recording and reporting systems within the Department. 

Technical Work Responsibilities

• Coordinate and execute office administration
• Coordinate the planning of events
• Coordinate financial and procurement activities, and related tasks
• Coordinate the visitors programme
• Liaise with external and internal stakeholders
• Supervision of subordinates

Requirements

Education

• Grade 12
• Appropriate Post Matric Qualification

Advantageous

• Relevant Degree/Advanced Diploma in Communication or Business Administration
• Diploma/Degree in Finance, Accounting or Bookkeeping

Experience

• 2 years’ experience in a Senior Administrator/Coordinator/Communications Officer position
• 5 years’ administration experience
• 2 years’ experience in managing people and/or projects

Requirements

• Understanding of HIV/Aids and TB
• Valid Driver’s Licence
• Own Vehicle
• Advanced computer and software skills including electronic mail, record keeping, routine database activity, Word, EXCEL, PowerPoint etc.
• Minimal overnight travel (up to 10%) by land and/or air
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals
• Ability to write routine reports and correspondence
• Ability to speak effectively before groups of external stakeholders or employees
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form
• Ability to deal with problems involving several concrete variables in standardized situations

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Description

Technical Work Responsibilities

• Facility Management – Vehicles to be parked at Aurum Facilities (Geo Map / Fencing)
• Security Management – Vehicle Tracking, and incident investigations
• Fleet Management – Fleet support services, reports
• Asset Management –Asset Management System - Fleet
• Supply Chain Management – Sourcing and Requisitions
• Records Management – POPI Compliant (Driver’s personal information)
• Compile monthly reports for the Corporate Operations Manager
• Write Policies and Standard Operating Procedures.
• Assist with the development and review of Policies & SOPs.

Duties

Facility Management – supporting the Senior Corporate Operations team with Facility related duties:

1. Site Closeouts, Site Setups, Site Operations (Fleet)
2. Aurum Facilities to be Geo Mapped on the Fleet Management Systems and geo fenced to ensure exception reports are generated.

Security Management

1. Facility Tracking – daily checking that vehicles are parked after hours at the allocated site, check the requests for vehicles parked off site and that requests are valid.
2. Conducting investigations and providing incident reports.

Fleet Management – supporting the Senior Corporate Operations team with Fleet related duties:

1. Fleet Reports – daily, weekly, monthly uploading information onto the Corporate Operations SharePoint Fleet Management Site
2. Fleet Tracking reports, vehicle usage and fuel reports – check daily.
3. Conducting investigations and providing incident reports.
4. Fleet Requests for Company Vehicles (Pool cars)
5. Fleet Requests for Leasing of vehicles
6. Fleet Requests for Driver Access
7. Provide monthly Fleet overview reports on variances such as Expense Management, Fuel, Oil and Toll Management, Cost of Ownership Reports, Cost Per Kilometres Summaries, Fleet Analyses, E-Statements and Billing Reports, Maintenance and Roadside Assist, Fines and Licencing, Incident Management, Route Planning and Optimisation, Business Intelligence and Analytics
8. Provide monthly Vehicle reporting such as Site Fleet Reporting, Driver Reporting, Site Driver Reporting, Driver Scorecards, Vehicle Scorecards, Vehicle Utilisation Reports, Trip Reports, Driver Logbooks
9. Upload Acknowledgement of Debt forms onto SharePoint against traffic violations, insurance excess claims, lost keys etc.
10. Site Operations Manager, Drivers, and Site teams – MS Teams Training on Fleet Management Policies, Standard Operating Procedures, Working Practice Guidelines, Manuals and Fact Sheets.
11. Driver awareness - telephonic calls with sites and drivers, once a quarter, to enquire whether they have any challenges and to provide refresher training on Trackbox/SACAN.
12. Fleet Branding and Signage
13. Print materials:  Provide content for How2 Manuals, How2 Information Sheets, Fleet Assessment documents, etc.

Asset Management:

1. Load all fleet assets onto the company Asset Management system.
2. Conduct quarterly asset verifications.

Supply Chain Management

1. Sourcing quotes for branding of vehicles
2. Sourcing quotes for the purchasing of vehicles, trucks, trailers, mobile toilets, mobile generators etc.
3. Record Cost Savings.

Records Management:

1. POPI Compliant (Driver’s personal information)

Policies and Standard Operating Procedures – adhere to all departmental and company policies, standard operating procedures, working practice guidelines and How to Guides.

1. Write Policies and Standard Operating Procedures.   Review and edit working practice guidelines and how to manuals. Conduct annual reviews of Policies, SOPs, WPGs and How2 Manuals.
2. Comply with all health and safety policies, practices, and procedures according to prescribed legislation.
3. Effective communication with internal and external stakeholders.

Requirements

Education

• Grade 12
• A relevant diploma/degree in transport or business management

Advantageous

• Experience in fleet tracking and surveillance systems (Netstar, Tracker, GPSTS, Webfleet) highly advantageous.
• Knowledge of the Occupational Health and Safety Act with respect to Fleet Management

Experience

• Minimum of 3 years’ experience in a transport/fleet management environment.
• Fleet management experience.
• Proven track record of managing a sizeable fleet (150+ Vehicles)
• Experience in the general administration of a fleet.
• Computer literate.

Requirements

• SA Citizen or valid work permit to work in South Africa.
• Valid SA Driver’s License (Essential) – First Issue Older Than 12 Months with Driving Experience.
• Frequent Travel by Land or Air.
• Willing to work overtime.

Essential Requirements

• Emergency standby availability for assistance
• Project Management skills
• Proficient in Microsoft Office skills (Excel, Word, PowerPoint, Design packages) with a high level of PC literacy
• Time management skills
• Report writing skills
• Highly proficient in English (Spelling and Grammar)
• Asset Management and vehicle tracking systems
• Fleet investigations experience
• Financial management
• Insurance claims, traffic fines, vehicle maintenance

Personal Attributes

• Solutions-oriented, can-do attitude.
• Service culture. – Deliver within promised timelines.
• Partnership Management – Cultivate objective working relationships with variety of stakeholders.
• Client relationship management – Daily interactions on the frontline. Solve challenges and queries to reduce complaints.
• Must be organised and be able to work under pressure.
• To be methodical, with strong attention to detail.
• Exceptional written and verbal communication skills, interpersonal skills, ethics, and cultural awareness
• Is open to change and new information.
• Establish effective and trusting work relationships.
• Must have social skills and be a team player, performance oriented, and self-motivated.

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Description

Aurum will be pursuing USAID’s “Western Cape Provincial Care and Treatment Activity. The conceptual goal of this activity is to support healthy lives for the population of South Africa by achieving and sustaining HIV epidemic control through locally-led solutions that enable access to equitable health care. USAID aims to reach this goal by achieving the following strategic objectives:

•  Close the gaps to HIV epidemic control.
• Sustain health gains through strengthened, improved, and resilient health systems; and
• Leverage community, civil society, traditional structures, and private sector partnerships to improve and sustain service delivery and client outcomes.

Aurum is seeking a technical expert to lead all strategic information responsibilities related to the Activity, including:

• project performance monitoring, evaluation, analytics, and reporting;
•  technical support to public health facilities and community organizations in quality HIV/TB program data management; and
• the use of strategic information for program learning and quality improvement.

The role will report directly to the project Chief of Party and indirectly to Regional Director Strategic Information; and will be based in the Western Cape Province.

Responsibilities:

• Responsible for the monitoring and evaluation and reporting framework and systems development.
• Provide provincial technical leadership and support for all monitoring and evaluation management and programme data reporting activities.
• Ensure the integration of Monitoring, Evaluation and Learning (MEL) activities into all project components, and oversee the collection, reporting, and analysis of information on project activities.
• Ensure timely and complete reporting from all partners in accordance with approved reporting formats, especially supported health facilities and districts reporting into the national health database and reporting into USAID.
• Monitor and evaluate progress towards annual work plans and expected outputs, including selecting and monitoring progress in meeting programmatic performance indicators.
• Assist the COP in the preparation of work plans/selection of indicators and annual implementation plans with a view towards the project’s MEL requirements.
• Coordinate the preparation of all quarterly and annual project reports, ad-hoc technical reports and success stories for· USAID funding in line with the required formats.
• Collect data for annual MEL plans and use those data to in improve project performance.
• Adapt and implement tools and techniques to improve the quality and use of data for decision making.
• Support the use of data for decision-making and program quality improvement planning.
• Compile information on lessons learned and expertise within and outside the project.
• Provide support to institutional and human capacity building activities at the provincial and local levels for project activities towards strengthening public health management information systems.
• Based on the afore-mentioned capacity building plan, conduct monthly seminars, hands­ on training, mentoring, and coaching for project staff including partners.
• Liaise with relevant technical advisers and counterparts responsible for district and provincial level strategic information and monitoring and evaluation and provide technical support to improve public health information systems.

Requirements

Qualifications and Experience:

• A master’s degree in public health, epidemiology, monitoring & evaluation, demography, biostatistics, statistics, analytics, or a related field is required.
• Minimum of 8 years’ work experience in designing, establishing, and managing monitoring and evaluation systems, ensuring data quality, and managing data-intensive, performance-based programs, preferably of a program funded by USAID.
• Demonstrated leadership experience in managing a strategic information technical team.
• Demonstrated experience to identify needs for and design and implement evaluations and assessments to further program performance.
• Demonstrated ability to portray complex data sets in easy-to-understand formats including visualisations.
• Demonstrated working knowledge of South Africa health information systems and monitoring and evaluation processes as they relate to data collection for performance-based reporting.
• Demonstrated knowledge and working experience in the use of mapping and other similar tools (including computer software programs) to target program interventions and resources.
• Demonstrated written, presentation and communication skills in English.

 Closing Date: 26 July 2024

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Purpose

The Facility General Assistant maintains site facilities to ensure that the gardens and grounds are consistently tidy and well-kept to positively reflect the Aurum brand.

Duties

• Facility Management
  • Facility Administration – supporting the Corporate Operations Manager (Site Operations Manager) with all Facility related duties.
  • Help with landscaping projects.
  • Maintaining the garden and grounds, including garden assets (garden furniture and umbrellas)
  • Cleaning the entrance areas and patios
  • Sweeping and cleaning walkways, driveways and basements
  • Cleaning and maintaining the pond to ensure that it is kept in a good condition
  • Pruning plants, bushes, shrubs and trees
  • Ensuring edges of walkways and gardens are kept neat and tidy
  • Regularly mow the lawn and use the weed eater to keep grounds maintained.
  • Divide and transplant plants as and when required.
  • Weed gardens and lawns to keep weeds at bay.
  • Remove weeds from paving
  • Plant new plants and seedlings
  • Ensure plants receive adequate watering.
  • Install and maintain garden irrigation systems
  • Clean and maintain garden equipment and tools
  • Ensure that birds (peacocks) and animals (feral cats) have adequate shelter, fresh water and food
  • Report all maintenance issues to the Corporate Operations Manager
  • Assisting with general maintenance and repairs (when required)
• Fleet Management – providing support as outlined in the Fleet Management Policy and/or Fleet Management Standard Operating Procedures, this includes cleaning of vehicles (when required)
• Asset Management – providing support as outlined in the Asset Management Policy and/or Standard Operating Procedures, this includes the moving of furniture and equipment (when required)
• Supply Chain Management – providing support as outlined in the Supply Chain Management Policy and/or Standard Operating Procedures, this includes packing stock on and off vehicles as stock is received or dispatched (when required)
• Records Management – providing support as outlined in the Records Management Policy and/or Standard Operating Procedures, this includes packing paper records on and off vehicles as records are received or dispatched (when required).
• Policies and Standard Operating Procedures – adhere to all departmental and company policies, standard operating procedures, working practice guidelines and How to Guides.
• Write working practice guidelines and how to manuals and review annually.
• Comply with all health and safety policies, practices and procedures according to prescribed legislation.
• Effective communication with internal and external stakeholders.

Technical Work Responsibilities

• Facility Management – maintain gardens and grounds
• Fleet Management – cleaning site vehicles
• Asset Management – site assets (garden equipment and tools)
• Supply Chain Management – stock management (garden consumables)
• Records Management - support moving paper records

Requirements

Education

• Grade 12

Advantageous

• Familiarity with landscaping, garden techniques and grounds maintenance

Experience

• One to Two years’ experience in gardening.

Requirements

• SA Citizen or valid work permit to work in South Africa
• Willing to work overtime

Essential Requirements

• Time management skills
• Strong manual labour skills
• Machinery skills (lawn mower, weed eater, gardening equipment)
• Passion for gardening
• Communication skills – proficient in English

Personal Attributes

• Teamwork
• Knowledge of gardening techniques
• Knowledge of plant and flower care techniques
• A love of the outdoors
• Health and physical fitness
• The ability to lift heavy objects
• The ability to remain on your feet for long periods of time