The technical assistant (program assistant) will directly report to the Deputy Director General of the Health Laboratory Services of the Ethiopian Public Health Institute (EPHI).

CONTRACT DURATION AND REMUNERATION

.  The contract will be for one year but extendable depending on satisfactory performance and the need for the continuity of the assignment.

.  The assistant will be based in Addis Ababa and travels to the regions as found necessary and assigned.

.  Remuneration will be based on the MoF contract staff salary scale.

.  Female applicants are highly encouraged

Objective of the Assignment

The Ethiopian Public Health Institute (EPHI) is planning to hire a technical assistant (program assistant) with advanced qualification and experience for supporting its health laboratory activities and programs, particularly in the area of laboratory support for Pandemic Preparedness and Response Systems (PPRS) through improved capacity for early and prompt detection of epidemic and/or pandemic prone infectious diseases. The program assistant will closely work with all  implementing government institutions, partners, donor agencies and beneficiaries to facilitate the proper implementation of national health laboratory programs with  a special  focus on improving systems for  status monitoring of projects’ performance, organizing and managing high-level project planning and review meetings, providing technical support, and close follow up on the effective and efficient execution of projects within pre-set time frameworks. The program assistant is responsible for facilitating the daily job duties of the Deputy Director General (DDG) of the Health Laboratory Services (HLS), which include ensuring deliverables are completed on time, developing and maintaining projects documentations, providing support to program Directors, Team Leaders and staff members working under the HLS as needed, monitoring project timelines and milestones, and assisting in various administrative tasks.  The Program assistant will work under the direct supervision of the DDG of the HLS.

Duties and Responsibilities:

The roles and responsibilities of the technical assistant (program assistant) will include, but not limited to, the following:

.  Supports the DDG of the HLS to effectively execute her/his leadership, administrative and management duties;

.  Provides day-to-day support to all health laboratory program implementers in facilitating the smooth implementation of their work plans and achieving program results expected of them.

.  Specifically assists the DDG’s efforts to provide effective leadership, administrative and management support to all Directors, Team Leaders and staff working under HLS and striving to achieve the Services’ core mission. Manages and takes care of the DDG’s internal and external administrative and business communications.

.  Under the guidance of the DDG, assists in ensuring that the day-to-day business of the Office is primarily focused on providing effective strategic leadership and management to enhance the implementation of health laboratory programs and initiatives to support PPRS, healthcare services and survey and surveillance activities.

.  Manages contact details of all stakeholders, partners and donor agencies along with succinct information on their roles and responsibilities in the implementation of health laboratory programs.

.  Assists the DDG in all aspects that her/his Office contributes all its share of roles and responsibilities to achieving the vision and mission of the institute.

.  Above all, assists the DDG and manages her/his office to the best possible standard that she/he commits all her/his time and energy to high-level strategic leadership and management of Directorates under HLS, their healthy relationships and collaborations with other Directorates and Offices of the institute including advancing partnerships with external local and international  institutions.       

.  Maintains working-level contacts with stakeholders, partners and donor agencies.

.  Manages the organization of events, workshops, roundtables, including the preparation and dissemination of information, and follow-on communications.

.  Prepares and organizes reference and all the necessary materials for discussions, correspondence, and briefing sessions.

.  Takes minutes of meetings led by the Deputy Director General of the HLS.

.  Cooperates with Public Relations & Communications Office for related tasks, including drafting and posting Press Releases, reports, guidance documents, conference proceedings, etc, on the institution’s website and online communication platforms.

. Coordinates and manages flows of information between Office of the DDG of the HLS and all institutions and groups involved in the implementation of health laboratory programs and projects.

.   Manages and organize everyday office work of the DDG of the HLS.

.  Establishes a proper filing system and maintains files and documentations are in good order.

.  Ensures seamless flow of information and dissemination of materials with all concerned.

.  Performs other duties as directed by the DDG of the HLS.

Job Requirements

.  BA degree in Management, Business Administration, Customer Service Management; Office Administration, and related field with 12 years of experience and a strong background in providing efficient administrative and management support to C-suite or C-level executive managers of the level or above of the DDG of the HLS of EPHI.

.  Excellent time management and organization skills, especially the ability to prioritize and multitask.

.  Effective and professional verbal and written communication abilities, including ability to communicate with all levels of employees, vendors and clients or guests.

.  Professional writing capabilities, including emails, memos, letters and other official reports, documents and correspondence.

.  Project management skills, like goal-setting, budget management and planning, and follow up on deliverables.

.  Great customer service and interpersonal skills.

.  In-depth understanding of the Ethiopian Public Health Institute's mission and work culture.

METHODOLOGY 

The technical assistant (program assistant) works at the office of the DDG of the HLS and closely collaborates with the offices of the Director General, Directorates under the HLS, Human Resource Management Directorate, Finance & Purchasing Directorate, General Service Directorate, and others at the Ethiopian Public Health Institute for improved coordination of activities across all departments and work units to boost the overall efficiency and performance of the institute. The day-to-day work of the program assistant is governed and guided by pertinent Civil Service regulations of the Government of the Democratic Republic of Ethiopia and EPHI internal guidelines and procedures.

How to Apply

Interested applicants can register Online through THIS LINK  and  send their CVs and relevant documents at the address

Remarks: Please attach copies of transcripts, academic degree or recommendation letters together with the application. If not attached the copies you may be not short listed.