Project Assistant

Job Description

About Ethiopian Public Health Association (EPHA)

The Ethiopian Public Health Association (EPHA) has been working for more than 33 years, registering remarkable results for the overall health sector development.

EPHA has been implementing the David and Lucile Packard Foundation-funded Reproductive Health/Family Planning grants to expand access to quality and comprehensive family planning services. The project work focuses on health care works capacity building, quality improvement, community engagement, strengthening referral linkage, supporting the conflict/crisis-affected primary healthcare system, and evidence generation. This project will be implemented in two conflict-affected zones in the Amhara region and in the existing project zones of the Oromia region. Thus, EPHA is looking for a qualified project assistant who will accomplish the following responsibilities.

Job Description

The project Assistant provides administrative and logistic support to the Ethiopian Public Health Association (EPHA) program managed under Professional Development and Training Department, focusing on the Packard Foundation-funded RH/FP Project. The post incumbent will work closely with the Department Director and RH Project Manager and be responsible for the day-to-day project activities of the projects. The Project Assistant will be based in Addis Ababa with about 10-15% of fieldwork and will work under the Professional Development and Training Directorate Director and collaborate with other units of the EPHA.

Key Areas of Responsibility/Duties

Administrative and Procurement Roles

• Process and arrange preparatory activities in advance for and provide support for trainings, meetings, and workshops such as printing and duplicating training materials and venues for these events.
• Closely follow up on the request and purchase process of medical equipment and supplies for the project and proper distribution and delivery to the target project woredas and Health facilities.  
• Assist project staff in preparation of travel schedule including hotel bookings, vehicle arrangements, and flights including visa process during abroad travel of delegates
• Provide a range of logistical arrangements for project-related activities.
• Initiate and involve in project procurement activities- work closely with EPHA performa collector, bid and assists the team by providing technical inputs.
• In liaison with the logistics unit, supervise transportation services including regular vehicle maintenance, insurance, and monitoring of consumption
• Work closely with IT support to ensure all IT equipment and systems are functional
• Work closely with the Finance and Administration directorate supporting staff including managing daily tasks and schedules, the use of office vehicles, and other resources

Financial roles

• Prepare and timely submit budget request office memos and check their proper implementation  
• Monitor expenditure level against project/s activity budget and alert the PM and other project staffs of all budget variance.
• Follow up on the payments request from contractors/consultants providing technical expert services and make sure that their payments are made on time
• Ensure that all financial transactions are properly coded and charged to the correct line items and project codes
• Assist the finance section when preparing periodic and regular project/s financial reports as deemed necessary.

Recording and Documentation

• Manage the secretary's activities (office memos and official outgoing letters)  
• management of office stationery supplies including stock status and proper distribution as required by project staff and keeping a log of distribution.
• Maintains admin documentation (hardcopy and online) including records and files, ensuring safekeeping of confidential materials; for easy reference and retrieval, document management, including file closures, and archiving
• Records and issues minutes of meetings
• Create and maintain separate records for project/s files
• Compiles information for periodic audits
• Organize, assemble, bind, and distribute reports, proposals, correspondences, and other project/s materials.
• Any other tasks assigned by the supervisor.

Category: Health Care

Number of posts: One

Duration and duty Station of Employment: one (1) year with possible extension based on satisfactory performance. The duty Station is Addis Ababa, EPHA Head Office  

Job Requirement

Qualifications/Requirements

Educational Qualification

• Bachelor’s degree in Management, Business Management, and Project Management.
• Having additional a project management training diploma or certificate is advantageous

Additional Requirements

• Five to 10 years (5- 10) years of administrative/operational experience in administration with demonstrated capacity to meet performance indicators, and deliver results is required, of which at least 1 year in NGO set-up in a similar position
• Good skills in the use of Microsoft Office software
• Fluency in written, reading, and spoken English is required.
• Ability to write and speak effectively in (Amharic and Afan Oromo) languages is an additional asset

Competencies

• Must be able to multitask and be detail-oriented.
• Excellent event organizational skills, with an ability to prioritize important activities
• Strong phone, email, and in-person communication skills.
• Active listener, critical thinker, and problem-solver
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of professionals\Maintains high standards of trustworthiness. Role model for diversity and inclusion.
• Acts as a positive role model contributing to the team spirit and professionalism.
• Open to change and flexible in a fast-paced environment.
• Performance is consistent, even under pressure. Always pursues continuous improvements.
• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks.

 Supervision and Reporting

• The Project Assistant is expected to submit deliverables and reports to the professional development and training department of EPHA and works under the direct supervision of the project manager and overseen by the department Director   
• Responsible for Project Manager

Duration and duty Station of Employment: one (1) year with possible extension based on satisfactory performance. The duty Station is Addis Ababa, EPHA Head Office