Program Assistant at Jhpiego - John Hopkins University

Reports To: Director of Programs for Abuja, Project Manager for Adamawa and State Team Leader for Ebonyi

Summary / Scope of Work

• The Program Assistant (PA) will provide day-to-day support for project and office operations to ensure smooth running of all programmatic functions of the project in the assigned state.
• The Program Assistant will help manage the administrative, financial, logistical and programmatic tasks required for jhplego programs.
• This includes assisting with program administration Including scheduling meetings, preparation or editing of program reports, and power point presentations.

Responsibilities

• The PA will work with Finance department to arrange logistics for all Program activities and draft correspondence to partners, NGOs and other agencies as requested.
• The PA will maintain files and support the dissemination of project information among the project team and schedule and support visitors and meetings
• S/he will assist with drafting, editing and proofreading of technical materials and appropriate reports of program activities and results for technical leads and supervisors as requested.
• S/he will work collaboratively with other project team members to ensure necessary project planning, resource availability and management activities function smoothly and efficiently
• Provide administrative support in the design, implementation and monitoring of project activities.
• Order training materials in coordination with the Program team leaders and ensure that training materials and supplies reach training sites in a timely manner.
• Responsible for recording and disseminating program meeting minutes.
• Ensure that required technical and administrative reports are submitted in a timely way.
• Assist with organization of meetings, field visits, and other activities.
• Assist with maintaining the management calendar and keeping it up-to-date.
• Assist with gathering technical updates for program planning, training, components of evaluations and other studies on related programs.
• Assist in preparation of monthly, quarterly and annual work plans.
• Assist with other programmatic and administrative duties as required.

Required Qualifications

• Bachelor's Degree in Business Administration, Public Health or related field, or equivalent job experience.
• 2-3 years’ of experience in programmatic support of international health projects.
• Experience in similar position Is highly required.

Knowledge, Skills and Abilities:

• A broad variety of programmatic, administrative, financial, and computer skills (including WordAccess, Excel, PowerPoint, Outlook, and Access), which may need to be acquired through very quick learning,
• Experience in coordinating USG funded projects and familiarity with international donor policies and administrative procedures.
• Proven track record of working with a project team composed of technical experts, program, and finance staff.
• Fluency in verbal,written and interpersonal communication in English.
• Fluency in any local language in the project State will be an advantage.
• Proficiency in writing and editing letters, reports, and documents.
• Ability to coordinate information and logistics for programs and activities.
• Good team player.
• Ability to interact skillfully and diplomatically with numerous counterparts such as networks of senior level health professionals, donors, universities and other partners.
• Comfortable with a team approach to programming and the ability to manage several major activities simultaneously.
• Ability to work in a complex environment with multiple tasks, short deadlines and Intense pressure to perform.

Special Notice
All staff members of jhpiego, regardless of the level of their responsibilities are expected to:

• Model the mission and values stated above
• Participate in the business development processes
• Contribute to the knowledge sharing and transfer process
• Make responsible decisions that result in time and cost containment and clear accountability
• Participate in multiple teams, adopt team spirit, take responsibility for action items assigned and provide feedback as needed
• Multitask, be able to manage competing priorities and be able to prioritize in order to meet program and/or organizational objectives.