Job opportunity: MCSP
Program Assistant
Cooperative Agreement operating in 24 high priority countries to introduce and
support high-impact health interventions with the ultimate goal of ending
preventable child and maternal deaths wit
hin a generation. The Program is
focused on ensuring that all women, newborns and children most in need have
equitable access to quality health care services to save lives. USAID’s MCSP
supports programming in maternal, newborn and child health, immunization,
family planning and reproductive health, nutrition, health systems
strengthening, water/sanitation/hygiene, malaria, prevention of mother-to-child
transmission of HIV, and pediatric HIV care and treatment. USAID’s MCSP engages
governments, policymakers, private sector leaders, health care providers, civil
society, faith-based organizations and communities in adopting and accelerating
proven approaches to address the major causes of maternal, newborn and child
mortality such as postpartum hemorrhage, birth asphyxia and diarrhea,
respectively, and improve the quality of health services, from household to
hospital.
Program Assistant who will report to Chief of Party (CoP) for MCSP Rwanda, and
who will be based in Kigali. The primary responsibility of the Program
assistant will be to assist in managing the administrative, financial and
logistical functions in the CoP’s office. This will include coordinating
information and workflow, updating and following up on delegated tasks to
ensure progress to deadlines, keeping programs on schedule, scheduling meetings
and receiving visitors and maintaining visitor logs.
- Manage CoP’s office activities such as travel logistics,
travel advance requests and conference registrations.
- Manage and organize for CoP’s office meetings, preparing the
requisite paperwork, venues, contacting and coordinating participants as
necessary.
- Welcome high level visitors and be responsible for protocol
arrangements
- Provide or liaise with others provide background information
for meetings; and presentations and compile reference material as needed.
- Development of meetings agendas, arrange needed facilities
and take minutes as appropriate.
- Review mail for CoP’s attention and reroute mail to
appropriate staff.
- Maintain files and corporate records and retrieval as
requested.
- Review documents as needed, ensuring correct grammar and
syntax and accuracy of information.
- Update and follow up on delegated tasks to ensure deadlines
are met.
- Assist in preparing summary documents and ensure accurate,
high quality information for management/stakeholders/partners meetings.
- Coordinate and organize high-level seminars and technical
meetings off-site or international.
- Facilitate the management of the CoP’s diary and calendar of
events.
- Provide Administrative support to other directors as may be
required from time to time in liaison with the CoP’s.
- Draft and develop routine correspondence on behalf of the
Program Directors and respond on their behalf on routine and
administrative issues;
- Prepare and submit program related requests, subscriptions,
reimbursements/expense reports and other related internal documentation.
- Liaise closely with the other program staff in facilitating
operations of the organization and effectiveness of the CoP’s office
- Provide regular feedback to the CoP on office related
administrative matters.
- Assume other responsibilities as assigned.
responsibilities are expected to:
- Model the mission and values stated above
- Participate in the business development processes
- Contribute to the knowledge sharing and transfer process
- Make responsible decisions that result in time and cost
containment and clear accountability
- Participate in multiple teams, adopt team spirit, take
responsibility for action items assigned and provide feedback as needed
- Multitask, be able to manage competing priorities and be able
to prioritize in order to meet program and/or organizational objectives
- The position requires discreet handling of all business and
maintenance of confidentiality at all times. The staff must perform to
earn the supervisors full confidence.
- University degree and/or college diploma is required.
Additional post-qualification certifications are an added advantage
- Minimum 3 years relevant experience in related field.
Experience working in a busy office in a reputable NGO /Development Agency
- Secretarial training and/or office management training
- Proficient in the use of computers and Microsoft Office
- Excellent in both written and spoken English.
- Demonstrated ability to manage multiple program activities
and set priorities
- Ability to communicate and to confidently engage with senior
management
- Trustworthy and track record of impeccable integrity
- Understanding of the health programs and MOH core
functions & systems
- A broad variety of administrative, office management and
computer skills
- Results oriented and decision making skills
- Be self-motivated, proactive and have a positive attitude to
work requiring minimum supervision
- Excellent organizational skills including the ability to
handle a variety of assignments sometimes under pressure of deadlines
- Be cooperative, hardworking, flexible & dependable
- Ability to communicate effectively, instilling trust and
confidence
- Pleasant, warm and outgoing personality
- Excellent interpersonal, communication, presentation and
writing skills
- Be of high integrity and have a sense of confidentiality
- Experience in team working and multi-cultural staff.
- Be willing to take on extra responsibilities in order to
achieve the goals/objectives set by the organization.
please apply by sending only
your updated CV
to HR.Rwanda@jhpiego.org
by February 8, 2016 with “Program
Assistant” in the subject line.
Program, please go to www.mcsprogram.org
submission deadline, you would not be selected for this position.