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 Program Coordination Officer reporting to the Country Director based in the country office Addis Ababa, Ethiopia.
I. JOB SUMMARY:
The program coordination officer is responsible for assisting the Amref country office programs in the day to day program and operations activities; this includes project tracking, managing reports and agreements, record management and filling, and general administration support. S/he also assists the country programs to systematically document their technical, program and finance activities and use this information for better management and implementation of Amref activities. In addition, the program coordination officer plays a liaising role among the country and the field offices, as well as HQ and handles in-coming and outgoing communications to the concerned person(s) or departments, and oversees the organization’s filing, documentation and communications systems.
II. RESPONSIBILITIES AND TASKS:
Coordination and reporting
· Liaise with both external and internal contacts in coordination with the CD to ensure follow-up and execution of planned activities. This includes but is not limited to Amref collaborators, donors, partners, managers and staff as may be relevant
· Participate in key meetings including SMT and advisory council meetings; processes and distributes a variety of reports including minutes, monthly and annual reports from the office as required
· Provide field support to project managers and field focal points for programmatic issues related to administration, HR and finance
· Liaise with program managers with support functions to follow operational issues
Information management
Administrative support
· Ensures the timely and efficient dispatch and receipt of all communications
· Operates the telephone switchboard and receives and reply telephone messages in a professional manner
· Manages the office telephone and fax communications i.e. receive incoming and make outgoing calls;
· Directs Amref e-mail messages, letters and faxes to the right person or department;
· Maintains the integrity and confidentiality of all Amref 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 letters faxes, electronic communications, etc. are appropriately numbered;
· Follow up and ensure the organization’s post office box checked on regular basis.
· Receives and assists visitors and schedules appointments for them with different offices when required.
Other duties
· Perform other duties as assigned by supervisor.
EDUCATION/TRAINING
§ BA degree in the field of project management or Administration or related field
EXPERIENCE
§ Minimum six years of work experiences in related field.
§ Working experience in international NGO 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.
IV. CONTACTS/KEY RELATIONSHIPS
The incumbent is expected to establish and maintain open and cordial relationship with all Amref staffs including in the Head quarter. 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 20% of field travel.
If you would like to join Amref’s team, please quote the position, reference number in the subject matter and send your CV and application letter with remuneration requirements and contact details of three work-related referees, to the Human Resources Department, Amref Health Africa by P.O Box 20855/1000, Addis Ababa or by amrefinethiopia@gmail.com
The closing date for submitting applications is October 4, 2016 Only short-listed candidates will be contacted.
Amref Health Africa is an equal opportunity employer and has a non-smoking environment policy.