Program Assistant
há 4 dias
source : Indevjobs

Specific responsibilities include, but are not limited to the following :

  • Provide day-to-day administrative support including scheduling meetings, preparing meeting agendas, compiling and organizing relevant background materials for meetings, taking meeting notes, responding to emails and telephone calls, receiving visitors to the office, and monitoring follow-up activities,
  • Coordinate travel (both domestic and international) arrangements of office staff, visitors, and participants of trainings or workshops including writing invitation letters, booking hotel accommodation, making flight reservations, and arranging airport pick-ups / drop-offs.
  • Assist with processing pre- and post-travel paperwork and ensuring adherence to PATH travel policies
  • Support the PATH Mozambique Site Administrator by assisting with the preparation of administrative documents including supply request forms, check / petty cash requests, and reimbursement forms;
  • also keep track of vendor bills and coordinate payments to vendors.

  • Support work planning and budgeting efforts by providing technical and administrative inputs requested by the PATH team.
  • Keep up-to-date effectively team calendars and coordinate and disseminate team schedules to avoid overlap and ensure better use of shared resources such as transport.
  • Coordinate the logistics of trainings, meetings, and other project events e.g., event planning, budgeting, procuring and securing venues, procurement of supplies and materials, catering, provision of per diem allowances to participants, and arranging transportation.
  • Ensure systematic documentation of activities by taking photos, following up on reports with respective team members, and maintaining a report filing system.
  • Assist program staff with simple translations from English to Portuguese and vice versa.
  • Assist with the preparation of project documents and materials such as letters, newsletters, presentations, posters, and videos through research, writing, editing, and proofreading and by ensuring that document preparation and approval is in line with PATH policies.
  • Manage and regularly update the office’s electronic filing system for storing documents, photos, videos, and other project materials.
  • Monitor office correspondence via the in and out log book.
  • Keep petty cash for the office.
  • Provide other technical and administrative support, as requested by office staff.
  • Required Skills

  • Written and oral fluency in English and Portuguese (essential)
  • Excellent verbal and written communications skills including skills in editing and proofreading documents.
  • Ability to plan, organize, and handle tasks and changing priorities and prioritize work and meet deadlines within a flexible, fast-paced environment with multiple and competing demands.
  • Excellent interpersonal and negotiation skills with a demonstrated capacity to solve problems with energy, flexibility, attention to detail, and a positive attitude.
  • Excellent computer skills using Microsoft Office. Experience using graphics and design software experience is a plus. Proven experience in producing or guiding the production of communications materials such as newsletters, flyers, and posters is an advantage.
  • Required Experience

  • Minimum 3rd year university degree with extensive demonstrable professional experience in providing administrative and communications support to large organizations with multiple projects, at least five years of experience working for a major international nongovernmental organization or agency in a similar capacity, experience working in a cross-cultural / cross-country setting is a plus, an understanding of issues related to maternal and child health, nutrition, and development is an advantage, as is a general understanding of the way in which health services are implemented at the facility and community levels, demonstrated ability to coordinate activities for complex projects having multiple activities and involving a variety of internal and external stakeholders,demonstrated ability to coordinate the logistics of trainings and other events.
  • You must currently have legal authorization to work in Mozambique.
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