Jobs at Jhpiego - John Hopkins University

The Program/Admin Assistant 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/Amin Assistant will support administrative, financial, logistics and programmatic tasks required for efficient implementation of programs. This include but not limited to implementation monitoring, budget tracking, documentation and reporting. S/he will support state efforts at ensuring timely completion of program activities in line with budget, scope and budget requirements.

Responsibilities

• The Program/Admin Assistant will assist in the implementation, management, monitoring and evaluation of the MCGL project being implemented at the state level.
• This includes assisting with development of work plans, budgets, liaising with GoN stakeholder and implementing partners regarding implementation, monitoring and evaluation of programs.
• S/he will support the program officer to ensure that project activities are implemented according to approved implementation plan and accepted Jhpiego methodologies and principles.
• Assist in the development of monthly, quarterly and annual reports as well as human-interest stories, success stories, bulletins, factsheets, technical briefs, abstracts and other relevant publication related to the project interventions.
• 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, 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.
• Responsible for the collation, harmonization and regular updates of program management tools such as scorecard, stakeholder’s database, adhoc database, facility directory and other tools as maybe be requested.
• Coordinate the planning of meetings, workshops, and brown bag sessions and ensures that all logistics arrangements are in place while ensuring that meeting notes are taken and disseminated timely to all participants.
• Assist with gathering technical updates for program planning, training, components of evaluations and other studies on related programs.
• Support the Senior Program Manager, Stat Team Leaders and technical teams in capacity development efforts in support of state and LPs’ staff and other partners.
• Work with partners to regularly assess the quality of the relationship, ensuring that effective communication channels are in place, and that any shortcomings are addressed;
• Remain informed on the current programs in the GBV space by review of current literature and is alert to any implication of such strategic information for project activities.
• Perform other duties as assigned.

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
• A broad variety of programmatic, administrative, financial, and computer skills (including Word, 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.

Knowledge, Skills and Abilities:

• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform.
• Excellent presentation skills and verbal and written communications skills.
• Previous experience working INGO.
• Proficiency in word processing, Microsoft Office and data software.
• Ability to travel 25% of time

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The Executive Officer will work closely with the Country Director and its management team as necessary to provide support to the Country Director. S/he will provide executive level administrative support, clerical support, receiving partners/visitors, arranging travels and correspondences, and scheduling meetings with high level report writing as necessary. The Executive Officer will enhance the Country Director’s effectiveness by ensuring information management as well as representing the Country Director to others.

Responsibilities

Executive Office:

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves Country Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• As assigned by the CD, Support specific initiatives, activities, projects and research under the office of the Country Director or wider SMT.
• Maintains Country Director’s appointment schedule by coordinating travels, planning and scheduling meetings, take minutes, action notes and deal with any follow up action.
• Maintains confidence and protects operations by keeping information confidential.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Produce reports, presentations and briefs for office of the Country Director.
• Contributes to team effort by accomplishing related results as needed.
• Undertake any other duties as maybe required commensurate with the level of the post.

Program Support:

• As necessary, collaborate with other project team members to ensure necessary project planning, resource availability and management activities function smoothly and efficiently
• Arrange logistics for all Program activities and draft correspondence to partners, NGOs and other agencies as requested by the CD.
• 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.
• Assist with organization of meetings, field visits, and other activities.
• Assist with maintaining the project 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 with other programmatic and administrative duties as required

Required Qualifications

• Bachelor’s degree in Social/Behavioral Sciences, Public Administration and Health related courses. Masters in any of this related field will be an added advantage.
• A minimum of 5-6 years’ strong experience in similar position within the INGO / private sector.
• Membership of Chartered Institute of Administrators added advantage.
• Strong time management, planning and organizational skills.
• Strong interpersonal skills with a pleasant personality.
• Discretion and confidentiality.
• Ability to multitask and prioritize daily workload.
• Proficiency in English.
• Strong verbal and written communications skills.
• Excellent knowledge in Microsoft Office and word processing and other relevant statistical applications.
• Demonstrated expertise working with management teams.
• Critical thinking and problem-solving.