Governance and Compliance Administrator

Job Title

Governance and Compliance Administrator   

Location 

Higher Health Head Office, Centurion

About the Role

Purpose:

The objective of the Governance and Compliance Administrator to assist HIGHER HEALTH’s Operations team and reports to the Director of Operations.

Key Responsibilities:

Governance and Compliance Administration 

• Assist Operation Team with preparation for departmental strategy and operational planning activities.   

• Coordinate internal stakeholders to ensure that organisational performance evidence is submitted, verified, and archived appropriately.  

• Distribution performance verification reports to internal stakeholders and schedule feedback discussion sessions

• Prepare meeting reports and distribute to stakeholders, follow up action items and consolidate final action statuses for the unit.

• Regularly provide compliance health checks to the National Compliance Coordinator and DOO 

• Maintain all financial and governance records relating to donors and grantees. 

• Prepare and submit monthly compliance reports to management.

Record Keeping

• Develop an electronic filling requirement process and ensure that it is aligned to the physical filling process. 

• Socialise staff to store company information on the intra-net for transparency and open communication.

• Develop guidelines and protocols for file management in collaboration with the IT Department

• Develop user access control processes on documents. 

• Initiate a quality management process for Higher Health 

Administration Support

• Monitor budget spending for the unit and ensure that all expenditure is allocated to the correct cost centre. 

• Coordinate activities across subunits to prepare for internal and external audits and compliance routines.

• Monitor compliance to internal policies, procedures and guidelines and donor requirements. 

• Verify requisitions and ensure compliance to policies before any authorisation of expenditure in the department.

• Provide administration support to communications and events of Higher Health programmes as and when required.

• Assist in validating quotations where necessary. 

• Process purchase requisitions / orders in the ACOS System  

• Ensure that the purchase orders and contracts are supported by all the necessary documents, including, recently approved purchase order, supplier quotes where necessary, photos where necessary, etc

• Administer contract performance, including delivery, receipt, warranty, damages, and insurance.

• Pay as per agreed terms and get refunds where relevant.

Office Management 

• Manage DOO office diary. 

• Facilitate travel for Staff in Operations 

• Manage attendance of meetings as well as the recording and approval of minutes of meetings for projects implemented by the Department. 

• Collaborate with other functional units to obtain user requirements for Operations including IEC material, upcoming events or any programme needs identified. 

• Ensure that Departments submit their monthly reports on time and follow up on any unmet targets to ensure reporting is comprehensive.

• Any other duties as requested by the DOO and the Operations Team from time to time.

Qualifications

• A post matric qualification at NQF level 6 in commerce or related fields.

Experience

• At least five (5) years’ experience in an NGO/ grant making environment. 

• Experience of managing projects 

• Demonstrated experience in facilitating governance and compliance business processes.

• Sound Finance and Programme Management and Grant Management Systems, Sound inter-personal and communication skills

• Demonstrate evidence of managing projects 

• Excellent analytical and report writing skills. 

• Strong planning, organizing and implementation and monitoring programme deliverables. 

• Demonstrated administrative, and communication skills. 

• A strong understanding of Higher Health and Youth Development Programmes 

• Ability to prepare review basic financial and programmatic reports. 

• Excellent knowledge of MS Office, particularly MS Excel, Word and PowerPoint, and proficiency in use of Pastel Partner accounting package is required. 

• Experience in donor funded programmes will be advantageous.

Behavioural Attributes

• Good Interpersonal skills and confidence

• Good oral and written communication skills

• Good interpersonal skills

• Attention to details.

• Maintain high level of confidentiality.

• Ability to utilize available data to provide appropriate recommendations.

• Ability to multi-task combined with ability to prioritize tasks and ability to learn quickly.

Interested applicants are invited to apply for the position and should submit an application/motivation letter, and CV and attach relevant qualifications to Recruitment@higherhealth.ac.za ; indicate the name of the position “Governance and Compliance Administrator ” and “Location” in the subject line. 

Closing date: 12 May 2023

Should you not receive response within 6 weeks of the closing date, please consider your application to be unsuccessful.