Office Manager Vacancy at WITS RHI
WITS RHI, a division of Wits Health Consortium (Pty) Ltd, is seeking a dedicated and experienced Office Manager to join their team. This is a permanent position aimed at providing crucial support to the Research Director and Portfolio Manager.
Job Details
- Job Title: Office Manager
- Company: WITS HEALTH CONSORTIUM / WITS RHI
- Type: Permanent
- Location: 7 Esselen Street, Hillbrow, Shandukani CRS
- Closing Date: 19 August 2026
- Advert Reference Number: UM 33-2026
Main Purpose of the Job
Provide high-level, independent operational and administrative support to the Research Director and Portfolio Manager to ensure efficient and effective management of the Research Team.
Employment Equity
In accordance with our Employment Equity goals and plan, preference will be given to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.
Key Performance Areas
- Director Diary Management inclusive of coordinating and scheduling appointments and meetings, recording of events and meetings.
- Research Team calendar management.
- Assist with Stakeholder management such as implementation of high-level visits, inclusive of training and meeting coordination.
- Management of Research Team events.
- Document preparation and file management e.g. CV, professional registration and insurances.
- Monitoring of office suppliers for the Director and ordering replacements (including all IT equipment).
- Institutional Data collection and report preparation.
- Support Director with staff meeting schedules and assessments.
- Book, coordinate and confirm travel arrangements (flights, accommodation and transport).
- Research travel destinations and ensure that Director/team is aware on any new development and / or requirements with regard to travel i.e. Vaccinations etc.
- Prepare itinerary and travel information as required.
- Ensure that per diems are processed timeously for each trip planned.
- Process travel expense claims.
- Prepare meeting schedules, and coordinate visitors.
- Review and monitor monthly credit card reconciliations and ensure compliance with WHC financial policies.
- Monitor operational expenditure and follow up on outstanding purchase orders, invoices and supplier payments.
- Review invoicing requests before submission to the Grants Team and monitor billing timelines.
- Prepare expenditure summaries and financial reports for the Portfolio Manager.
- Identify financial risks and implement corrective actions for operational finance processes.
- Co-ordinate the presence of key members at relevant conferences, meetings or events.
- Co-ordinate monthly updates from key staff members and report to the Director.
- Promote harmony, teamwork and sharing of information.
- Coordinate recruitment logistics and onboarding with HR.
- Mentoring operations team.
- Develop and monitor operational work plans and service delivery trackers.
- Manage departmental quality assurance activities.
- Analyse operational performance and identify process improvement opportunities.
- Analyse operational data and prepare management reports.
- Monitor departmental KPIs and prepare performance reports.
- Recommend operational efficiencies to the Portfolio Manager.
- Maintain operational risk register and escalate risks.
- Coordinate annual calibration schedules and service providers.
- Coordinate reimbursement process and resolve operational queries.
- Coordinate operational systems set-up.
- Coordinate contract workflow with stakeholders.
- Compile monthly operational reports and dashboards for the Portfolio Manager.
- Oversee equitable and compliant asset allocation to approved projects and authorized users.
- Manage compliance across the asset lifecycle alongside Project Management and HR.
- Oversee investigations and AOD (Acknowledgement of Debt) processes for damaged or lost assets.
- Review and validate the accuracy of the asset register every quarter.
- Ensure staff are aware of and compliant with asset safeguarding policies.
- Coordinate investigations with HR and Asset Management when incidents occur.
- Lead asset verification processes and exceptional management corrective actions.
- Maintain alignment with policies, donor requirements, and audit standards.
- Formally receive, verify, and record all acquired assets to ensure financial integrity.
- Take ownership and accountability for tasks and demonstrates effective self-management.
- Follow through to ensure that quality and productivity standards of own work are consistently and accurately maintained.
- Maintain a positive attitude and respond openly to feedback.
- Takes ownership for driving own career development by participating in on-going training and development activities such as forums, conferences, policy setting workshops etc.
Required Minimum Education and Training
- Bachelor’s degree or relevant qualification / Experience.
- Proficiency in Microsoft Office and PowerPoint.
- Valid driver’s license.
Required Minimum Work Experience
- Minimum 5-10 years’ working experience in executive office and/or project management.
- At least 1 year Travel Coordination experience.
Desirable Additional Education, Work Experience and Personal Abilities
- Able to work independently and as part of a multi-disciplinary team.
- Adaptable, willing to take initiative.
- Strong organisational skills and attention to detail.
- Good communication skills (both written and verbal).
- Maintain high level of confidentiality, tact and professionalism at all times.
- Able to exercise discretion, high level of initiative and independent decision making.
- Ability to work well under pressure to meet tight deadlines.
- Ability and flexibility to multi-task in this dynamic environment.
Application Instructions
Should you be interested in applying for this vacancy, please send an email to vacancy5@wrhi.ac.za. The subject heading of the email must read UM 33-2026 and the job title of the position you are applying for. Please include the following documentation:
- A cover letter (maximum one page) that clearly states which vacancy you are applying for.
- A detailed CV.
The Wits Health Consortium will only respond to shortlisted candidates. Candidates who have not been contacted within two weeks of the closing date can consider their applications unsuccessful.