Program Administrative Specialists/M&E Officers at HIFASS

Basic Function
Under the supervision of the Site Team Leader, and with technical oversight from Program Staff of the MODHIP / DODWRP-N Program, the Program Administrative Specialist will provide administrative, logistics, technical, and program management support (including financial management) to the HIV/AIDS Programs at Military HIV Care and Treatment facilities.

Essential Job Functions, Duties and Responsibilities
The program Administrative will support a wide range of administrative and logistical, data quality and continuous quality improvement activities to ensure uninterrupted delivery of HIV care and treatment services at the facilities. He/she will also be responsible for ensuring proper financial management and will support the implementation of site based work plans / activities. These duties will include:

Administration:

• Provide direct administrative support on behalf of HIFASS/MODHIP to the Site Commander through the Site Team Leader in the coordination of HIV/AIDS services.
• Inform the Site Team Leader and provides as directed reports on all administrative issues concerning the HIV program at the site to MODHIP, DODWRP-N, and HIFASS as approved by Site Team Leader.
• Provide monthly HIFASS related administrative program/report to HIFASS Director, Public Health.
• Manages and accounts to HIFASS any funds disbursed by HIFASS directly to the site and ensure that such funds are utilized appropriately for the intended purposes.

Data Quality Management:

• Work closely with NMOD Hospital Medical Records Department and Medical Records Officers for improved data management systems, improved data quality, capacity building and sustainable ownership for the entire hospital services.
• Supervise the Monitoring and Evaluation officer and ensures all HIV-related service delivery data are accurate, relevant, collected and reported in a timely manner.
• In the absence of Monitoring and Evaluation Officer at the site, the PAS will assume full responsibility for all data management activities related to the HIV program at the facility
• Working with the Site Team Leader, will ensure that monthly program review/M&E meetings hold at the site prior to submission of monthly program/bi-monthly commodity logistics reports to the Ministry of Defence Health Implementation Program (MODHIP) Liaison Office. The incumbent will ensure that the proper reporting templates are used and properly filled and completed.
• Report all program equipment failures including utilities, immediately to the Site Team Leader and if so directed to MODHIP Liaison Office and DOD-WRPN.
• Provide monthly narrative overview of the HIV program site performance in all areas of care to Director, Public Health.

Financial Management:

• Assist the Site Team Leader in the management and accountability of site operating funds provided in support of the HIV program.
• Ensure provided funds are utilized appropriately for the intended purposes.
• Retirement of funds disbursed to the site (Reconciles purchases and expenditures and provides receipts) to the MODHIP or DODWRP-N office as directed by the Site Team Leader.
• Receipt of additional funds will be based on accurate reconciliation of the previous month expenditures, including all pertinent receipts and/or justification for the expense.
• Work with the Site Team Leader to identify and forecast unfunded requirements that can be supported through the monthly stipend.
• Identify and develop budgets for any unfunded requirements for the expansion/improvement that can be supported through HIFASS/other stakeholders.

Logistical Support:

• Work closely with the MODHIP and DODWRP-N Logisticians, Pharmacists, and Laboratory Officers, and other Program Managers to support logistical activities at the site.
• Coordinate with the individuals above to identify and forecast logistical needs in support of the overall HIV care mission at the site.
• Confirm the integrity of buffer stock of HIV program consumables.
• Identify and alert the appropriate officer when there is need for an Emergency Order.
• Ensure optimal store management.

Policy:

• Monitor site activities across all departments and provides periodic updates to the Site Team Leader and when required to the MODHIP DG and the DODWRP-N Director. Updates would include identified problems and recommendations for resolution.
• Provide updates to the Director, Public Health about any policy related developments, problems or recommendations that fall within the mandate of HIFASS for action.

State Engagement:

• Assist in strengthening internal ownership and state engagement as well as representing HIFASS on state, LGA and community issues related to the sites.

Continuous Quality Improvement:

• Work closely with key technical unit heads to obtain information about clinical quality improvement issues that require program, HIFASS/personnel intervention.
• With approval of the Site Team Leader, provide monthly reports to the Director, Public Health on Continuous Quality Improvement meeting outcomes that require action by HIFASS.

Skills/Abilities:

• Knowledge of: Health services management; hospital administration and practice; contractual and accounting fundamentals; quality management; human resource management.
• Good computer, financial and accounting skills is necessary. Must be proficient in the use of Microsoft Office applications especially the use of spreadsheets, word-processing, and some degree of database management. Candidate would be required to demonstrate these abilities.
• Ability to work well with others and to develop and maintain compatibility among project staff, consultants and recipients of assistance.
• Well-developed written and oral communication skills. Level IV fluency in written and oral communication is required.

Education/Experience

• BA, BSc, RN/RM or a degree in health related discipline with 5 years post NYSC, a minimum of 3 years experience in health services management position or similar experience.
• Experience must include planning, organizing, and directing such health services management activities as medical logistics, medical facilities management, medical records management, medical reporting and budget.