Job Description

Jhpiego is recruiting a/Program assistant for a maternal and newborn health program in Senegal, funded by the US Government. The program provides safe childbirth for mothers and babies, vaccinates children, treats deadly illnesses and malnutrition, and controls disease outbreaks.  

Under the supervision of the Project Director the Program Assistant will be expected to work closely with project staff to ensure that all planned organizational objectives and goals are reached in timely manner, within spending limits, and according to policies and procedures. The role is responsible for provides general administrative support to the Jhpiego offices to ensure organizational effectiveness, efficiency, and compliance.

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

• Model the mission and values of Jhpiego.
• Lead by example.
• Contribute to the knowledge sharing and transfer process.
• Make responsible decisions that result in time and cost containment and clear accountability.
• Participate in the business development process.
• Adhere to the Jhpiego code of conduct, policies and procedures.

Responsibilities

• Assist the program team in project planning, implementation, and monitoring, including the development of work plans, monitoring and evaluation, preparation of technical and financial reports, and establishment of reporting tools.
• Ensure the consolidation and timely submission of financial requests and serve as a liaison for administrative and financial matters.
• Strengthen internal communication and promote the visibility of Jhpiego.
• Perform any other tasks assigned by management in accordance with project needs.
• Maintain oversight of efficient and cost-effective facilities management in relation to building and office management and related services
• Manage and maintain an appropriate filing system for program, administration and any personnel files
• Maintain oversight of efficient and cost-effective local travel and transport related activities (taxis, fleet and rental vehicles) for staff locally and visitors from abroad.
• Maintain oversight and ensure timely payments of invoices related to office, administration and facilities management
• Lead and offer advice on how to manage and maintain a simple but effective administrative system for the whole office
• Maintain an overview of policy, systems and procedures relevant to logistics, and ensure that developments are communicated and implemented appropriately through regular reviews
• Establish and maintain good contacts with suppliers and service providers with regards to logistical/administrative matters
• Ensure that office maintenance, administration, logistics and vehicles/transport management policies and procedures are in place and adhered to at all times.
• Act as the first point of contact for any visitors or callers to the Jhpiego office and ensure a rapid, cordial, and professional reception
• Maintain office supplies and ensure neat reception area is maintained
• Be familiar with and abide by all organizational policies and procedures
• Perform other duties as required

Required Qualifications

• Bachelor or equivalent degree
• 5+ years' admin and /or logistics experience
• 3 years office administrative experience at a similar level

Preferred Qualifications

• Proven understanding and familiarity with systems and structures of a complex, fast-moving office environment
• Demonstrated ability to effectively manage several major activities simultaneously
• Proficiency in Microsoft Office software applications
• Strong interpersonal, writing, and oral communication in English and French
• Ability to work independently in an unstructured environment as well as with a team
• Experience working in donor-funded NGOs and global organizations preferred
• Strong analytical and problem-solving skills, with attention to detail.
• Excellent interpersonal and communication skills, with the ability to work effectively with diverse teams and stakeholders.
• Cooperative, flexible, dependable, and committed to upholding the organization’s values
• Strong interpersonal and communication skills, able to build trust and maintain confidentiality
• Willingness to take on additional responsibilities to achieve organizational objectives
• Demonstrated ability to manage multiple tasks, prioritize, and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office applications and internet-based tools.
• Willingness and ability to travel within Senegal.

• Fluency in written and spoken English and French is required.