Program Administrative Specialist / M&E Officer 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 Specialist / M&E Officer 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.

Administration:

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

Data Quality Management:

• Works 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.
• Ensures all HIV-related service delivery data are accurate, relevant, collected and reported in a timely manner.
• Ensures that all HIV-program (aggregate and tracker) data are entered in a timely manner on the Program’s DHIS2 instance
• 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.
• Provides monthly narrative overview of the HIV program site performance in all areas of care to Director, Public Health.

Financial Management:

• Assists the Site Team Leader in the management and accountability of site operating funds provided in support of the HIV program.
• Ensures 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.
• Works 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 other stakeholders.

Logistical Support:

• Works closely with the MODHIP and DODWRP-N Logisticians, Pharmacists, and Laboratory Officers, and other Program Managers to support logistical activities at the site.
• Coordinates 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.
• Reports all program equipment failures including utilities, immediately to the Site Team Leader and if so directed to MODHIP Liaison Office and DOD-WRPN.

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.

State Engagement:

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

Continuous Quality Improvement:

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

Qualifications

• Candidates should possess a Bachelor's Degree with 3-5 years experience.