Jhpiego Ethiopia Country Office Regional Administration, Finance and Program Support Officer Jobs in Ethiopia
Jhpiego Ethiopia Country Office Regional Administration, Finance and Program Support Officer Jobs in Ethiopia
Summary Scope of WorkThe Regional Administration, Finance & Program Support Assistant is primarily responsible for the administrative, financial and program support functions of Jhpiego regional program offices.
S/he is responsible for:
Ensuring effective management of administrative function of the region by overseeing activities related to logistics, HR, fixed asset, safety and security, office utilities (electricity, telecom, etc), staff medical insurance, etc.
Implementing and maintaining accounts and books of records and other databases so as to ensure smooth flow of system and procedures, and the operational efficiency and effectiveness of the office.
Providing support for routine programmatic, administrative and logistical activities related to implementation of projects within Jhpiego. S/he supports the Regional team to ensure appropriate planning and tracking of project activities.
Duties and Responsibilities:
Lead and contribute to the administrative and operational efficiency of the regional program through:
Maintaining register of office equipment, computers, electronics etc and assist in the management of fixed asset.
Following up with appropriate offices on monthly and recurring office bills and settle bills.
Keeping and controlling the regional program resources such vehicle (leased), stationeries, and minor procurements.
Making travel arrangements (transport and hotel booking) for staff and visitors.
Regularly gathering HR related data and forms including vacation/compensation/sickness leave formats, and medical expense reimbursement claims of the regional program staff, and submit the forms, and other necessary info to the HR Officer for filing.
Following up vehicle log book and maintain fuel register.
Ensuring security operations and systems are implemented and followed.
Ensuring that office equipment inventory is regularly updated and ensure regular maintenance of office equipment as and when needed.
Maintaining Administrative Database/Record
Acquire all necessary information and records including contract agreements, financial documents, MoUs, work procedures, and maintain all under standard filing system or database procedures;
Ensure up-to -date, complete, and accurate database for usage of Jhpiego regional and country offices.
Financial Management Duties
Ensure up-to date overviews of financial status to enable further processing, and decision making for the regional program through:
Acting as custody of petty cash and prepare petty cash settlement and replenishment.
Keeping records of financial transactions and enter the date in to QBE of the regional program.
Following up on settlement of advances issued to the staff.
Providing inputs to and participate in budgeting for the program s/he is in.
Assisting consultants to fill in consultant invoices and other related contractual documents.
Delivering payments to various offices.
Producing withholding receipt to the concerned body.
Keeping used and unused printed documents in a safe custody and control usage by maintaining a register.
Preparing bank and petty cash reconciliation statement.
Making reconciliation statement of advances on a monthly basis.
Assist in the payment facilitation processes for different events like trainings and workshops
Support Program Planning and Implementation
Provide day-to-day support for planning, coordination and implementation of meetings, workshops, trainings, and other related program activities.
Draft relevant correspondence related to program implementation, including participant invitation letters, responses to requests from the RHB, etc. Provide follow-up as appropriate for all correspondence, including confirming attendance of invited participants.
Actively participate in the business development process by assisting in budgeting, preparing payment vouchers and documentation of financial documents in the region
Serve as the key point person for coordination with the events management company implementing project trainings and events.
Coordinate logistics and planning arrangements in support of program activities; this includes but not limited to: request printing of necessary materials, venue/loading arrangement and bookings,
vehicle request, etc.
Provide on-site assistance at trainings, workshops and meetings, including registering attendees, providing per diem payments, settle hotel bills and other related payments and arranging all required logistics.
Print and follow up the signing of the certificates by relevant signatories as per organizational standards.
Facilitate regional team field travels, lodging and etc,
Any other tasks requested by the Program Manager.
Program Documentation, Monitoring and Evaluation
Assist in drafting workshop preceding and event reports
Check completeness of the registration and attendance sheets and assist trainers to ensure that training and participant information forms is correctly filled at all trainings conducted by the Team and that these forms are submitted to Jhpiego M&E Unit timely.
Follow event coordinators to submit TIMS’ data and ensure appropriate recording to ensure correct data is documented by the M&E Unit
Maintain a hard and electronic copy of all training materials and documents developed by various team in the region.
Provide input for quarterly, semi-annual and annual program reports developed in the region.
Assist the finance officer to collect trip and training reports from all local and international activities and trips in the team, file them as appropriate and upon instruction deliver to the necessary funding bodies and partners.
Filing and other tasks
Receive, screen, log and route all program related correspondence and maintain an effective follow up system.
Draft correspondence and reports as assigned.
Assist in the budget preparation process
Maintain files as directed by the PO and regional Program manager
Maintain up-to date lists of names and addresses of partner organizations, officials of the Regional government and relevant others.
Keep regional program manager fully informed about the day-to-day activities and task implementation problems as they arise.
Job Requirements
Required Qualifications:
University degree in Business Management, Accounting or related field;
Minimum of four to five years’ experience in portfolio/program administration in the areas of operations, program management, administration, accounting, financial management, budgeting or auditing, preferably within an US Government Agency, international Agency, NGO or national health agency
Knowledge of laws, regulations and procedure governing US agency financial management. Good working knowledge of budget and fiscal procedures; contracting & procurement regulation and program management.
Proficient in Speaking/Reading/Writing English, national/regional languages;
Abilities/Skills
Interpersonal Skill Requirements: Excellent communication and interpersonal skills to work in a multi-disciplinary team setup; ability to establish and maintain effective working relationships with MOH, NGOs, and other relevant partners;
Ability to interact skillfully and diplomatically with numerous counterparts;
Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform;
Ability work proactively, organize and manage own work and assist others to do the same;
Demonstrable experience in event management
Comfortable with a team approach to programming and the ability to manage several major activities simultaneously
Background in and understanding of international development work
Ability to work proactively, organize and manage own work and assist others to do the same
Highly motivated and confident and ability to make decisions within bounds of the position
Computer literacy included demonstrated proficiency with Excel, and accounting packages;
How to Apply
Applicant are expected to STRICTLY follow the below listed application procedures:
Only qualified and interested applicants can submit application letter and well written curriculum vitae saved in one complied PDF format.
Applicants are required to state their current basic salary in their application letter.
Applicants must make sure their application document is saved by their full name in PDF format.
Applicants must specify the location applied for if the vacancy is for more than one location.
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