Addis Ababa, Addis Ababa
Engender Health
TITLE: Project AssistantPROGRAM: USAID Lowlands Health Activity (LHA)REPORTS TO: Chief of Party (COP)DUTY STATION: Addis AbabaCOMPANY SUMMARYEngenderHealth envisions a gender-equal world where all people achieve their sexual and reproductive health and rights. We believe this is essential for ensuring all people can achieve their full potentials. To achieve this vision, we implement high-quality, gender-equitable programs that advance sexual and reproductive health and rights.JOB SUMMARYThe Project Assistant is responsible for providing administrative assistance to the USAID Lowlands health Activity (LHA) to ensure the smooth functioning and smooth operation of activities at the country office. The Project Assistant will work with the LHA country office program team to assist program-related functions. The Project Assistant will provide programmatic assistance to technical/program staff and assist staff to ensure appropriate information sharing among administration, program, technical, and M&E units of LHA. The Project Assistant will do the following activities under close supervision and guidance of the USAID LHA COP.ESSENTIAL FUNCTIONSProvide primary administrative support to the deputy Program director and perform various administrative support duties to facilitate the smooth progress and completion of the program activities.Provide all necessary arrangements and coordination support for international technical staff coming to Ethiopia for program support. This includes handling travel arrangements, hotel reservations, logistics, etc.Assist with the creation of program materials by collecting information, and coordinating production and printing of materials, manuals, and leaflets.Coordinate with EngenderHealth Country office Program team, finance, and operation staff to obtain timely authorization of supporting documentation needed in support of program logistics.Follow up timely provision of various commodities, supplies, and services required for the implementation of program activities.Assist in the planning and implementation of trainings, workshops, review meetings, and similar events including organizing logistics and travel arrangements, preparing budgets, ensuring the delivery of invitations, facilitating advance and effecting payments:Assist in the coordination of travel for program/technical staff, and consultants and prepare and process expense reports.Assist Program/technical staff with on-site activity preparation such as registration of participants, payment of Per-diem, and other onsite support to technical staff as required.Ensure that training and participant information is collected for each event supported by the EngenderHealth Country Office and that forms are collected in an organized and consistent manner.Maintain and update the organization tracking system for all personnel trained under EngenderHealth, including performing light data entry into program databases. Ensure that all names of trained personnel are included in the system and that numbers are reported as necessary and when required.Assist in the management of training materials and database of trainers and trainees.Receive, screen, log, and route all program-related correspondence and maintain an effective follow-up system.Assist in coordinating external and internal meetings, including the recording of minutes and/or notes and follow-up on implementation of meeting deliberations.Keep Program/Technical staff fully informed of day-to-day activities and task implementation problems as they arise.Draft contracts and task orders for consultants as necessary and as assigned by the program team.Collect Periodic Program progress, Training, Workshop, Trip, and other reports of all EngenderHealth-supported projects, file them as appropriate, and upon instruction deliver them to the necessary Government, Donor, and other bodies and partners.Draft correspondence and reports as assigned by the deputy director of programs.Maintain up-to-date lists of names and addresses of partner organizations, officials, and personnel of relevant government partners and health facilitiesEnsure that project documents are filled properly and in an accessible manner both in hard copy and electronically.Develop and maintain excellent relationships with colleagues and other partner organizations.Any other task requested by the deputy program director and program/technical staff.Ensuring that all incoming goods are as per requests and specifications.Assist in providing secretarial activities to LHA office staff.Properly register incoming and outgoing letters in protocol register book.Perform liaising activities as required.Makes photocopy, duplicates, and binds documents for satellite office use.Assist in file management of non-confidential documents.Responsible for preparing the necessary materials for training meetings and outreach services as per the list prepared by Program Officers.Assist in the logistical support activities of the office.Assist in the coordination of events (training, meeting workshops, etc.).Performs other related activities as assigned by the supervisor.