Category: Jobs

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

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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Duties

Identifying opportunities for routine youth engagement and integration of youth preferences into programming and research;
Engaging key stakeholders, including adolescents and youth, in co-creating psychosocial and community-based interventions for adolescent mental health;
Undertaking relevant systematic reviews, realist reviews, and other preparatory research linked to ongoing and new intervention studies;
Planning, organising and facilitating research activities, including developing study procedures, protocols, and informed consent processes, compiling questionnaires and overseeing
translation and piloting of tools;
Overseeing and coordinating the set-up and implementation of research projects (in South Africa as well as other country sites) including formative stakeholder engagements, negotiating
entry into recruitment sites such as schools, and setting up referral pathways and links;
Coordinating and conducting training of data collection and intervention teams (virtually and in-person), piloting intervention and/or research processes;
Providing support and supervision to the data collection and/or intervention teams and overseeing the referral process of the participants who require psychosocial support;
Facilitating and participating in community engagement activities, such as serving as a liaison between the Institute and key stakeholders within the community and broader adolescent
mental health field (including, but not limited to, NGOs, schools, health care facilities, community forums or government entities);
Conducting academic administration activities such as the development and submission of ethics applications, grant applications and progress reports;
Helping to manage and conduct research activities across the Institute, including monitoring policy issues and trends that may impact or enhance the Institute's research;
Identifying opportunities for dissemination, community engagement, and social policy advocacy at community, district, and national level;
Contributing to research outputs such as publications, conference presentations and other knowledge products;
Engaging in development of new research projects, including proposal development, budgeting, methodology and measurement selection, and training research staff;
Engaging with research project partners in planning phases of new studies.

Job Requirements

A Master's degree in a relevant field of study, i.e., Psychology / Social Work / Social Policy and Management / Public Health / Global Health;
Registered as a PhD student in Public Health;
If applicable, registration with the relevant Health Professions Council of SA (HPCSA), or SA Council for Social Service Professions (SACSSP);
Demonstrated project management experience related to mental health, adolescence, trauma, working with refugees, substance use, and school- and/or community-based services for adolescents;
Demonstrated experience in engaging communities, including adolescents and youth, in co-designing and developing psychosocial interventions;
Previous experience in conducting reviews using systematic and realist review methodologies;
At least two years' experience overseeing and conducting rigorous field research, including using quantitative, qualitative and/or mixed methods, and collecting and analysing quantitative and/or qualitative data;
Practical work experience as a researcher in community-based research, with the ability to engage with various stakeholders such as school leadership, clinic and hospital teams, NGO
partners, community members and adolescent advisory boards. Proven experience and involvement in service to the community would be taken into account;
Relevant experience in conducting multi-country research, particularly in sub-Saharan Africa;
Experience in training and supervising research or intervention teams working with adolescent populations;
Effective communicator;
A valid driver's license;
Must be prepared to travel for extended periods.

Recommendation

Relevant experience in initiating and managing stakeholder relationships;
The ability to work independently and as part of a team;
Advanced writing and verbal presentation skills, particularly the ability to communicate technical research considerations in a non-technical manner;
A track record of presentations at international and regional conferences.

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Duties

Personal, telephonic and electronic communication, internal as well as external;
Secretarial and other general administrative duties;
Handling access control, general enquiries of students, visitors, the University and general services;
Providing administrative support to personnel, including booking venues, reporting and following-up about faults, purchases and requisitions, internal communications, academic information,
administrating module evaluations, coordinating courier and postal services, copying and scanning, stationery;
Liaising with other departments/divisions and universities;
Booking venues for meetings;
Setting up, checking and testing all technical equipment prior to scheduled meetings;
Drafting the agenda;
Taking and typing of minutes, reports and general correspondence;
Maintaining the departmental website and social media.

Job Requirements

Relevant post-matric qualification;
Excellent professional communication skills in at least two of the three official languages in the Western Cape;
Proven secretarial and administrative experience;
Proven computer proficiency (MS Word, Excel, Outlook, Internet);
Initiative and the ability to work independently;
Excellent organisational and time-management skills;
The ability to work in a team;
The ability to function under pressure and handle multiple demands;
The ability to think ahead.

Recommendation

Knowledge and experience of the administrative and computer systems of Stellenbosch University;
Experience of regular contact with students, university staff and the general public;
Knowledge and experience of electronic learning and teaching platforms (e.g. SUNLearn);
Experience with website management update;
Knowledge of General Linguistics as a field of study.

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