Regional Program Assistant 115 views2 applications

Regional Program Assistant for Mekelle, Bahir Dar and Hawassa) 

Summary Scope of Work:

The Program Assistant provides support for routine programmatic, administrative and logistical activities related to implementation of projects within the Jhpiego Ethiopia office. S/he supports the Regional team to ensure appropriate planning and tracking of project activities.  

Reporting Structure

• Position Reports To:  Regional Program Manager having functional relationship with HWIP Program Officer
• Positions Supervised: None

Responsibilities: 

All staff members of Jhpiego, regardless of the level of their responsibilities are expected to

• model the mission and values stated above
• participate in the business development process
• contribute to the knowledge sharing and transfer process
• make responsible decisions that result in time and cost containment and clear accountability  

Result Areas:

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.
• Collaborate with the program officer (PO) in country office and assist technical staff in planning and budgeting
• Assist the program manager and Regional advisors in updating project activity plans, looking ahead at upcoming activities and following up to ensure activities are implemented within schedule.
• Participate in weekly regional program team meetings to discuss on the progress of program implementation and take part in program staff meetings organized by the PO as needed
• Follow progress using an activity checklist, ensure complete preparation is done and relevant stakeholders are involved and activities are implemented smoothly according to the plan.
• Facilitate the timely ordering and procurement of training materials, stationery, equipment and supplies required to support program activities.
• Liaise closely with regional finance team to facilitate procurement and financial transaction
• Collect consultant contracts and follow up as needed to ensure the timely payment for their work, including collecting all required documentation from them such as reports, invoices, etc.
• 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.