Title:    Program Assistant (HWIP)                                                                Grade:   C      

Department: Ethiopia Country Office, Addis Ababa

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 program officers to ensure appropriate planning and tracking of project activities.  

Reporting Structure

• Position Reports To:  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 FMOH, 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
• Serve as the key point person for coordination with the events management company implementing project trainings and events.
• Assist the PO while coordinating team meetings and assist technical staff in doing detail planning to ensure adequate time is given for preparation
• Assist Program Officers in updating project activity plans, looking ahead at upcoming activities and following up to ensure activities are implemented within schedule.
• Assist PO in tracking burn rate and budget preparation
• Participate in weekly program team meetings led by the Program Officer to discuss ongoing program implementation and assignment of tasks among team members.
• 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 finance and operations teams as needed.
• Draft and route 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 duplication 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.
• Any other task requested by the Program Officer and Team Leader/COP/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.
• Follow event coordinators to submit TIMS’ data and ensure appropriate recording to ensure correct data is recorded by the M&E Unit
• Assist the PO to maintain a hard and electronic copy of all training materials and documents developed by the team.
• Assist the Program Officer by providing basis input for quarterly, semi-annual and annual program reports.
• Assist the PO 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 Country Director, Technical Leader and Program Officer.
• Maintain up-to date lists of names and addresses of partner organizations, officials of the Ethiopian government and hospitals.
• Keep Program Officer fully informed of day-to-day activities and task implementation problems as they arise.

• BA degree in Business Administration, Public Administration, Public Health, Social Sciences or any other related field
• Four to five years’ experience in program support or comparable position
• Computer proficiency in MS Applications
• Language Requirement: (Fluent) Speaking/Reading English is required.

Abilities/Skills:

• Excellent communication and interpersonal skills to work in a multi-disciplinary team setup;
• Ability to establish and maintain effective working relationships with relevant partners
• Flexible
• Good at 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