Amref Health Africa is an African-led international health development organization headquartered in Nairobi, Kenya. Founded in 1957 as the Flying Doctors of East Africa to bring critical health services to remote communities, Amref Health Africa envision to bringing lasting health change for Africa in more than 30 countries across the continent. With a focus on women and children, the organization strives to overcome the most critical health challenges facing the continent: maternal and child health, HIV & TB, malaria, water and sanitation and health systems strengthening. Amref Health Africa in Ethiopia has been working in Ethiopia since 2002 in close collaboration with the Federal Ministry of Health implementing a range of projects in maternal, neonatal and child health, reproductive health, health systems strengthening, health workforce development, water and sanitation, HIV/AIDS and non-communicable diseases across the country, supported by a wide range of multilateral and bilateral donors, corporates and foundations.
Amref Health Africa would like to recruit a Program Assistant reporting to the Chief of Party based in the Country office, Addis Ababa , Ethiopia with 15% of field travel.
I. JOB SUMMARY:
The Program Assistant is responsible for assisting the USAID TRANSFORM – Health in Developing Regions (T-HDR) program. With a minimal supervision and guidance from the Management Team, the PA provides programmatic and administrative support to the Chief of Party and Transform-HDR team in the day to day activities; this includes project implementation support , managing reports and agreements, facilitation of project events, participate in meetings and taking minuets, filling management, and provide general administration support. S/he also assists the program to systematically document their technical, program and finance records and use this information for follow-up and better implementation of the program activities. In addition, the program assistant handles in-coming and outgoing communications to the concerned person(s) or departments, and oversees the project’s filing, documentation and communications.
II. RESPONSIBILITIES AND TASKS:
Information management
Coordination and reporting
Administrative support
· Ensures the timely and efficient dispatch and receipt of all communications
· Receives and reply telephone messages in a professional manner
· Manages the T-HDR office telephone and fax communications i.e. receive incoming and make outgoing calls;
· Directs T-HDR e-mail messages, letters and faxes to the right person;
· Maintains the integrity and confidentiality of all T-HDR program records and information at all times;
· Ensures the proper filing of all incoming and outgoing mails of the office such that efficient and swift retrieval is possible;
· Register and gives reference numbers to T-HDR letters faxes, electronic communications, etc. are appropriately numbered;
· Follow up and ensure the organization’s post office box checked on regular basis and dispatch all messages addressed to T-HDR program.
· Receives and assists visitors and schedules appointments for them with different offices when required.
· Receive from and dispatch messages to Post office, UPS and DHL and incoming letters
Other duties
· Perform other duties as assigned by supervisor.
III. QUALIFICATIONS
EDUCATION/TRAINING
§ BA degree in the field of project management , Administration or related field
EXPERIENCE
§ Four years of work experiences in related field.
§ Working experience in USAID funded projects is advantageous
TECHNICAL SKILLS
§ Strong analytical skills and interpersonal relationship with diverse group of people
§ Excellent written and verbal communication skills in English and Amharic.
§ Ability to perform and prioritize multiple tasks.
§ Computer proficiency in MS Office applications and technology-assisted communication techniques.
The incumbent is expected to establish and maintain open and cordial relationship with all Amref Health Africa and T-HDR staffs including in the Corporate Office. The incumbent is also expected to work with NGOs, CSOs, GOs and other stakeholders in order to obtain the required support and collaboration for the implementation of the project activities.
V. WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED
This position is located in Addis Ababa, with 15% of field travel.
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