Program Assistant at Survive Fistula Healthcare Foundation

Description:

Job Summary:

The Program Assistant will provide administrative, operational and logistic assistance to ensure successful implementation of all program activities in all assigned projects of Survive Fistula Healthcare Foundation. This position will support the Coordination team in the planning and coordination of meetings and events of the organization. The Program assistant works closely with colleagues across the projects and communicates information from the Coordination team to all staff across the organization.

Responsibilities

Administrative Operation Support

• Works closely with the coordination team in the general administrative support of all SFHF projects.
• Maintains calendar of project activities by managing project activity quicklists according to project logframes, to ensure full and timely implementation of all program activities by the technical staff.
• Provides scheduling and logistics support to the execution of SFHF team meetings, including quarterly staff meetings, and other meetings as required.
• Prepares agenda, take meeting notes, assists with preparation of Project's presentations.
• Supports the dissemination of information related to the projects from the coordination team to staff, partners and other stakeholders.
• Provides assistance to the technical staff in the preparation and implementation of program activities, including:
• Procure, print, and compile manuals, name tags, participants’ registration forms, participants list, certificates, etc.
• Support production of visibility items, if needed;
• Provide support with procurement documents (requisition forms, etc.);
• Work with the Logistics staff to ensure extensive preparatory and on-site logistical support for project events;
• Provide other administrative tasks to support the technical team and facilitators.
• Assist in the collation of workshop feedback and evaluation report from participants and resource persons.
• Follows up with the technical program staff on development and timely submission of all program activity reports.
• Collation and filing of all project activity reports.
• Coordinates organization related travels including staff, consultants, and participants in workshops, meetings, and other events, including securing and coordinating air travel, invitation letters, visas, and whatever else is needed.
• Facilitates the development and collation of quarterly and annually project reports by the program technical staff, and submits to the coordination team for final review and sharing with the donors and others.
• Drafts routine correspondence to partners and collaborators (greetings, thank you letters etc.)
• Performs other tasks as assigned.

Qualifications and Experience

• Bachelor’s Degree in Administration, Social sciences, Business Management, Marketing or other relevant field.
• 1 – 3 years' experience working in the field of Admin, HR, Procurement, Operations Management, Logistics Management and / or other relevant field.
• International Organization or other NGO experience is an asset.
• Proficiency in report writing is key.

Knowledge/Skills and Abilities

• Knowledge of computer applications, internet, other essential computer software is essential
• Excellent coordination skill, time management, and ability to prioritize tasks.
• Ability to work under minimum supervision.
• Ability to work in stressful environments driven by strict deadlines
• Communication skills in English are very important.
• Fluency in Hausa is an advantage
• Ability to travel when required.
• Be able to handle many tasks simultaneously.
• Able to work collaboratively