Ethiopian Public Health Association Project Administrative Assistant Jobs

Ethiopian Public Health Association Project Administrative Assistant Jobs

Job Id: 205291

Category: Admin, Secretarial and Clerical, Business and Administration
Location: Addis Ababa
Career Level: Junior Level (1+ - 2 years experience)
Employment Type: Full time
Salary: Negotiable and Attractive

Job Description

Project Description:

Performance Monitoring for Action (PMA-Ethiopia), implemented in collaboration between the Ethiopian Public Health Association and Johns Hopkins Bloomberg School of Public Health, is designed to generate both cross-sectional and longitudinal data on a variety of reproductive, maternal, and newborn health indicators that can inform both national and regional governments.

It is designed to respond to the need, highlighted in the 2016 Information Revolution Roadmap, to generate timely population-based data for decision making within Ethiopia.

The project is being implemented under the directorship of Dr Solomon Shiferaw and Dr Assefa Seme from the School of Public Health, Addis Ababa University.

PMA-Ethiopia builds upon the previous success of the Performance Monitoring and Accountability 2020 (PMA2020)/Ethiopia and the PMA Maternal and Newborn Health survey in SNNP region.

PMA Ethiopia features an expanded topical scope, moving beyond family planning to also include maternal and newborn health indicators, expanding geographically to provide greater regional representation within the smallest regions, and an expansion of survey methodology to include both cross-sectional and longitudinal data collection.

Position Description:

The Project Administrative Assistant will be responsible for providing administrative assistance in general project implementation and management and day-to-day liaison with counterparts.

He/She will provide comprehensive secretarial and administrative support to the immediate supervisor and other relevant staffs, including front office management, documentation, errands, office clerical duties, logistics and organization.

The Project Administrative Assistant carries out his/her functions under the direct supervision of the Assistant Project Coordinator.

Essential duties and responsibilities include the following:

Assist in operational backstopping of PMA office by ensuring timely provision of suitable inputs such as equipment, stationary and other utilities required;

Ensure that all visitors are well received in a professional and polite manner;
Perform daily cleaning of the project office space and ensure that the office is kept clean;

Assist in coordination of activities for visitors to the field project and other sites including
making hotel reservations and arranging transport in consultation with relevant staff(s);

Lead in establishing and maintaining project documentation and filing system;

Provide filing services, archiving and offer circulation of mail service within or outside of the office;

Provide booking of transport, obtaining of visa forms, and accommodation etc. in relation to travel arrangements and training workshops etc.;

Support international staffs from partner organizations in their travel and accommodation in Ethiopia;

Work with the relevant staffs in preparing, updating and maintaining an inventory of all project assets;

Work with the relevant staffs in preparing logistic and administrative stuff for holding the project training workshops, meetings, and events;

Work with the relevant staffs on arrangement of trainings, workshops and meetings materials;

Provide support to the project Finance officer in the overall financial matters of the project;

Assist in procurement of equipment and supplies and Insures timely purchase of office items;

Serves, if required, as member of the procurement team in procurement procedures of the project;

Receive and transmit all communication tools (mails, faxes, emails) and keep record;

Receive and make telephone calls and keep record of all these calls and the

relevant communications;

Record national and international staff address book and telephone inventory;

Maintain a schedule of planned meetings and attend to routine correspondence and
administration functions especially in the absence of the supervisor;

Provide photocopying and document binding services as requested;

Provide errands, travel and banking services as required;

Communicate regularly with the Project coordinator and Principal Investigators about any issues that cannot be resolved independently, that significantly jeopardize the quality of the data or the sampling frame, or that occur repeatedly;

Make sure that project assets and devices are used for the intended purpose and are collected at the end of the data collection;

Work with the relevant staffs in making sure contractual agreements of project staff are archived and submitted to the finance to EPHA on a timely basis AND;

Carry out other duties as appropriate.

Supervision:

The Project Administrative Assistant will work under general supervision and direction provided by the Assistant Project Coordinator in consultation with the lead Project Coordinator, PIs of PMA-Ethiopia, and EPHA Administrative and Finance Director.

Deliverables
The Project Administrative Assistant will contribute to the following deliverables:

Project office which runs smoothly;

Appropriately filed project documents;

Efficient Inventory Management Records

Efficient and timely bookings

Reports on printing and office supplies done on time

Timely response to internal and external queries

Job Requirements

Required Qualifications:

Diploma or above in a relevant field, such as Business Administration, Secretarial Work or any other relevant field.

At least 1 year of similar or related work experience.

Ability to cope under pressure and meet deadlines.

Ability to efficiently handle a range of tasks concurrently to meet different needs

Ability to manage, prioritize and multi-task while paying attention to detail and providing regular updates to the immediate supervisor.

Must be able to work in Addis Ababa and may travel regionally.

Ability to work collaboratively and as part of a team as well as independently.

Time management skills and ability to work well under pressure.

Ability to work flexible hours i.e. weekends, evenings when required.

Excellent knowledge of Microsoft Office applications: World, Excel, and Power Point.

Internet/email communication skills

Excellent oral and written communication skills in Amharic and English

Preferred Qualifications:

Experience in the position of Project Administrative Assistant in research project coordination and implementation office

Contract Terms & Conditions

The successful candidate will be hired as a Full-Time Employee (FTE) for up to 1 year with possibility of contract renewal or extension.
Remuneration will be set according to standard of PMA-Ethiopia Project rate.

All payments and reimbursements will be based on submitted deliverables of the employee.
The employee will use her/his personal cell phone and a laptop for the duration of the assignment.

How to Apply

Interested applicants with the appropriate qualifications and experience should submit/drop their most recent and detailed CV, a cover letter, & Names and addresses of three references to the Head Office of Ethiopian Public Association (EPHA) | Tel +251-1-416 60 83/ 41 / 88 | Close to Dreamliner Hotel on the way to Meskel flower about 500 meter from Dembel City Center, Addis Ababa, Ethiopia in-person or send your application via email to “info@etpha.org”, by putting ‘Application-PMA Project Administrative Assistant’ in the subject box.

Only Shortlisted Applicants Will Be Contacted

Ethiopian Public Health Association Project Administrative Assistant Jobs