Program Assistant at USAID

Position description
Based in Abuja, the Program Assistant will play a key role supporting MCSP’s National Immunization Technical Advisor to link and ensure alignment of state-level, RI-related policies in Bauchi and Sokoto with national-level priorities, policies, and initiatives. This position will provide administrative, logistical, and financial support toward the achievement of MCSP’s immunization goal and objectives in Nigeria. Achieving these objectives will require a broad, partnership-based approach with RI stakeholders at `
multiple levels to ensure that all target populations access and utilize quality vaccines and vaccination services, and will focus on building coordination, collaboration, and commitment across RI partners.

Roles and responsibilities
Based in MCSP’s office in Abuja, the Program Assistant will work closely with and under the supervision of the program’s National Immunization Technical Advisor to:
Support the development and maintenance of an administrative system for monitoring and tracking program implementation per program deadlines as needed
Establish and maintain MCSP’s filing system for program documents and correspondence, including progress and activity reports, financial and administrative documents, and other records
Support the development and maintenance of MCSP’s logistical support systems, guidelines, and tools; ensure the effective and smooth functioning of the office
Coordinate and manage logistics for Abuja-based, internal and external meetings, workshops, and other activities as needed
Provide administrative, human resource-related, and travel-related support to country-based and visiting program staff and consultants, including coordinating flight, hotel, and other travel/short-term technical assistance arrangements
Support the National Immunization Technical Advisor and other program staff in drafting, editing, and/or formatting official correspondence, reports, and other program documents as needed
Conduct desk reviews and gather data required to support the development of program reports, workplans, meeting minutes
Assist technical staff to compile, edit, and review project and technical reports and publications, including by compiling/coordinating information on programmatic activities to support the development of MCSP report and workplan submissions to USAID
Coordinate the acquisition and maintenance of program inventory according to both USAID and JSI rules and regulations
Working with MCSP’s Bauchi and Sokoto finance and administration teams, contribute to the preparation of monthly cashflow requests for submission to home office
Support the Bauchi-based Finance and Administrative Manager in processing monthly accounts and reporting to the home office, and in using Quickbooks software for the accounting of MCSP activities in Abuja
Maintain Abuja office petty cash and prepare the petty cash journal for the monthly closeout of field accounts
Receive and process payment requests, and ensure the completeness of documentation; process and reconcile staff advances

Qualifications
Minimum of Bachelor-level education in social or health sciences, business management or public administration
Minimum of three years of relevant work experience in finance and administration, including at least two years working with an international development organization
Ability to manage multiple tasks and deadlines and rapidly shifting priorities
Good prioritization, problem-solving, and analytical skills; ability to work under pressure with diverse colleagues who have different strengths and varied support needs, and with flexibility, diplomacy, and poise
Strong, energetic team player able to execute tasks with limited direction
Exemplary verbal and written communication skills in English; ability to write for different kinds of audiences, both external and internal
Excellent organizational skills and attention to detail as the situation demands
Commanding knowledge of Microsoft Word, Excel, PowerPoint; knowledge of Quickbooks is a plus
Demonstrated experience developing and/or tracking budgets and managing project finances, including managing procurement processes (including working with vendors), handling financial transactions, and processing invoices
Proficiency in spoken and written English, with knowledge of Hausa a plus
Previous work experience implementing USAID-funded programs strongly preferred
Knowledge of the health sector and routine immunization a plus
Able to periodically travel to Bauchi and Sokoto to support MCSP operations as needed