Location: Addis Ababa
Duration of contract: one year, with possible extension
Required number: one
Report to: Health System and Reproductive Health Research Directorate
Job Summary: The project administrator for HaSET program works under the Health System and Reproductive Health Research Directorate to ensures smooth operations of the HaSET project in the realms of administration, finance, logistics, and human resources management.
Background
HaSET (“happiness” in Amharic) a collaborative projectamongEthiopian public health institute,Saint Paul’s Hospital and Millennium Medical College and Harvard school of public healththrough a support from the Bill and Melinda Gates foundation. HaSET focuses on Maternal Newborn and Child Health evidence generation, capacity building to research fellows and evidence to policy translation in maternal newborn and child health.
The Project Administrator will work under the health system and reproductive health research directorate to manage HaSET administrative duties and efficient office operations; coordinates with directorates at EPHI to ensure smooth financial management; procurement, and logistics support, facilitates staff recruitment and contract issuance/extension; tracks budget, tracks expenses, and prepares reports; and collaborates with counterparts at St. Paul’s and Harvard school of public health to ensure coordination of site visits/travel, senior staff schedules, procurement, and reporting.
Specific Responsibilities
General Administration
● Organize staff meetings in consultation with the project leaders and take minutes.
● Prepare weekly updates for the staff and partners.
● Organize Steering Committee and Working Group meetings and take minutes; support logistics of Stakeholder Advisory Group and Technical Advisory Group.
●Facilitate institutional agreements (EPHI-HSPH) and receipt of signatures on required documentation.
● Email communication with stakeholders and HaSET fellows on behalf of the team.
● Track IRB protocols in collaboration with Research Coordinator.
Office Management
● Assist in managing schedule and meetings.
●Manage office spaces of the project.
- Manage office phone and internet.
- Ensure the availability of office supplies, office furniture and coffee.
● Book meeting rooms and training rooms.
Financial Administration
● Oversee and track all projects payments.
● Manage petty cash fund.
● Prepare payment request and submit to EPHI finance according to approved budget, follow up and facilitate payment.
● Review financial reports to ensure timely posting of expenditures, including staff salaries.
● Prepare, quarterly, and annual financial reports, based on the agreed MOU, in collaboration with EPHI finance officer.
● Support preparation of annual budget.
Procurement
● Prepare procurement plan based on approved budget.
● Prepare procurement request, submit to procurement department, and follow up on the status of procurement.
Travel Logistics
● Arrange accommodation and hotels for project team members and visiting professors.
● Facilitate visa and invitations for project team members and visiting professors.
● Arrange logistics for field trips including insurance, vehicles/drivers, flights, and hotels.
● Arrange logistics for workshops/seminars/trainings, including venue and related requirements.
● Facilitate duplication and binding of materials and other preparatory work for workshops, field work, and meetings.
Human Resources
●Facilitate staff recruitment and contract extension with HR.
Reporting
● Prepare monthly narrative report.
Other
● Provide administrative support as required to project team and the Health System & Reproductive Health Research Directorate.
MBA or MA in Management, Accounting or Economics with 8years of work experience or BA in Management, Accounting or Economics with 10 years of work experience.
Essential
·Strong management skills and ability to work as part of a team with a range of colleagues and stakeholders.
· Experience in project budget management.
· Substantial experience of grant management and experience of financial reporting.
· Proven administration and organizational skills, ideally within a complex project environment, with excellent attention to detail.
· Demonstrable professionalism in organizing high-quality meetings and events.
· Advanced working knowledge of the MS Office Suite
· Proven ability to prioritize and independently manage workload with tight deadlines.
· Fluent and accurate written English and strong oral communication skills.
Desirable
· Proven experience of administration in an academic, research institute, government or non-governmental organization.
· Experience of communicating and interacting with a variety of people from diverse backgrounds.
· Experience of using project management tools
Application instructions
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