Admin Assistant Jobs at IHPS – Gauteng and North West

The Institute of Health Programs and Systems (IHPS) is recruiting 2 Admin Assistants to support its health programme operations in South Africa.

IHPS is a South African non-profit company working to strengthen health and development systems through programme implementation and partnerships. The organisation is currently implementing the Global Fund Tuberculosis (TB) Programme under the National Department of Health.

Job Details

Job Title: Admin Assistant
Organisation: Institute of Health Programs and Systems (IHPS)
Positions: 2
Locations: Johannesburg Health District, Gauteng and Dr Kenneth Kaunda District, North West
Employment Type: Full-Time
Contract: Fixed-Term Contract
Start Date: March 2026
Remuneration: TBA
Level of Effort: 100%
Closing Date: 20 August 2026 at 12:00 PM

Available Positions

• Johannesburg Health District, Gauteng: 1 position
• Dr Kenneth Kaunda District, North West: 1 position

Job Purpose

The Admin Assistant will provide administrative support to the district programme under the guidance of the Programme Manager, District Programme Manager and Finance Manager.

The role will provide support across administration, finance, procurement, human resources, payroll, travel, fleet management, record keeping and general programme operations.

Key Responsibilities

Finance and Administration

• Prepare supporting documentation for finance payment packs.
• Maintain accurate financial records and filing systems.
• Assist with petty cash administration.
• Manage office supplies, inventory and equipment.
• Support office operations and contracted cleaning services.
• Assist with asset management and accountability.
• Support fleet administration, including travel requests, trip authorisations and vehicle logbooks.

Procurement

• Monitor vehicle maintenance schedules and service intervals.
• Support monthly airtime and data allocation processes.
• Obtain quotations for accommodation, conferencing, travel and other services.
• Support procurement activities and generate procurement reports.
• Work with programme, finance and administration teams to meet operational requirements.

HR and Payroll

• Maintain updated employee contact records.
• Support the submission of timesheets and leave forms.
• Assist with timely payroll information submissions.
• Distribute payslips and other administrative documents.
• Provide general HR and programme administrative support.

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Programme and Travel Administration

• Coordinate meetings, invitations, agendas and minutes.
• Arrange transport and accommodation for staff and stakeholders.
• Coordinate programme-related travel in line with the IHPS Travel Policy.
• Assist with travel and reimbursement claims.
• Maintain proper programme filing, record-keeping and archiving systems.
• Perform other duties assigned by management.

Minimum Requirements

• Diploma/NQF Level 6 qualification or equivalent.
• Advanced administration qualification will be an advantage.
• 3–5 years of administration experience.
• Proficiency in Microsoft Word, Excel, Outlook and PowerPoint.
• Experience working on donor-funded projects, such as Global Fund or PEPFAR programmes.
• Valid Code 8 minimum driver’s licence.

Skills and Competencies

• Strong administrative and organisational skills.
• Good analytical and problem-solving abilities.
• Excellent attention to detail.
• Ability to multitask and work under pressure.
• Good time-management and coordination skills.
• Proactive and responsive approach to work.
• Ability to work with multidisciplinary teams.
• Ability to work independently with minimum supervision.

Who Should Apply?

This opportunity is ideal for experienced administrative professionals who meet the minimum qualification and experience requirements and have strong organisational skills.

Candidates with experience in health programmes, NGOs, donor-funded projects, Global Fund or PEPFAR programmes are particularly encouraged to apply.

Applicants must meet all minimum requirements, including the required qualification, 3–5 years of administration experience and valid driver’s licence.

How to Apply

Qualified candidates should apply by email only to:

[email protected]

The email subject line must include the position and district being applied for.

Applicants must attach a cover letter and CV/resume.

Closing Date: 20 August 2026 at 12:00 PM