OVERALL RESPONSIBILITIES

 The Program Assistant will assist the Project Director and project staff of Eliminate Tuberculosis from Ethiopia (ETBE) project in scheduling of meetings, facilitate communications with external and internal stakeholders including USAID, subcontractors, project staff, MSH-Ethiopia projects and MSH home office team.   S/he works closely with all levels of the project staff to understand, synthesize, and communicate programmatic activities internally and externally. 

 SPECIFIC RESPONSIBILITIES

• Keep records of all the necessary files and correspondences of the project.
• Maintain supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to staff.
• Coordinate with regional and central team in checking timesheets readiness.
• Prepare documents including forms, memos, letters, etc. as required.
• Acts as center of communication in answering telephone calls, forwarding questions, arranging meetings for supervisor, acts as office receptionist, provides materials for staff.
• Schedule, attend and document all project team meetings as required.
• Develop and maintain project tracking sheets for ongoing activities and pending items.
• Orient and brief consultants and new staff members regarding MSH procedures.
• In collaboration with operation team, coordinate logistics for workshop activities in compliance with USAID and MSH regulations.
• Provide support  to  the  Project Director and  the project team in  overall  project  management  functions.
• Schedule and attend bi-weekly meetings with project management team meetings. 
• Produce and distribute minutes, and identify action items and follow-up on action items through their completion.
• Assist the team in organizing project information, resources and staff to respond to time sensitive requests from USAID and home office.  
• Serve as point person to receive requests, gather information, and draft and submit responses. 
• Produce reports, charts, presentations, and graphics reflecting project results as well as assisting the team in editing reports.
• Communicate with home office project support to ensure information flow and effective project support.
• Liaise with management and administrative staff of other MSH-Ethiopia projects.
• Liaise with operation team in regards to all project needs related to administrative, procurement, and personnel issues as needed.
• Liaise with IT team to ensure network and phone system is operational at all times in the project offices.
• Support the project on day-to-day administrative and office management issues.
• Assure all requests for technical, contractual, financial and operational assistance are being attended and are executed in a timely and efficient manner.
• Supervise Drivers and office assistances assigned to the central office.
• Perform other duties as required.

QUALIFICATION AND EXPERINECE

• Bachelor's Degree in Management, public administration, development studies or Business administration, secretarial science/office management. 
• 3+ years of work experience in similar programs in Ethiopia.
• Previous experience with USAID or other USG funded projects is an advantage.
• Professional fluency in Amharic and English required.
• Ability to work independently and take initiative.
• Ability to learn complex program procedures.
• Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
• Demonstrated ability to work as an effective team member in a complex and fast paced environment.
• Excellent interpersonal skills and demonstrated ability to interact professionally with project staff and partners.
• Demonstrated ability in computer skills for word processing, databases, spreadsheets, and presentations (Microsoft Office applications preferred); and ability to learn new software packages