Program Assistant
PATH
Mozambique
há 4 dias
source : Indevjobs

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

General

  • Assist program staff with simple translations from English to Portuguese and vice versa.
  • Support work planning and budgeting efforts by providing administrative inputs requested by the PATH team.
  • Update suppliers’ list quarterly; solicit team’s feedback about suppliers and assist in identifying new suppliers as needed to ensure adequate service.
  • Provide day-to-day administrative support responding to emails and telephone calls, teleconferences (multiple time zones), receiving visitors to the office, processing utilities, security, rent and telephone bills.
  • Keep up-to-date team calendars effectively and coordinate and disseminate team schedules to avoid overlap and ensure better use of shared resources such as transport.
  • Monitor office correspondence via the in and out log book.
  • 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.

  • Provide other technical and administrative support, as requested by office staff or by supervisor.
  • Meeting preparation

  • Assist with scheduling meetings & trainings, preparing & delivering relevant materials for meetings, taking meeting notes or doing audio-visual documentation of meetings.
  • Coordinate the logistics of trainings, meetings, and other project events e.g., budgeting, procuring and securing venues, procurement of supplies and materials, catering, provision of per diem allowances to participants, and arranging transportation.
  • Travel preparation

  • Under the supervision of SADM coordinate transport and allocation of PATH vehicles.
  • Assist with processing pre- and post-travel paperwork and ensuring adherence to PATH travel policies.
  • 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.
  • Documentation

  • Following up on reports with respective team members, and maintaining a report filing system.
  • Ensure systematic audio visual and written documentation of activities, planning for documentation.
  • Manage and regularly update the office’s electronic filing system for storing documents, photos, videos, and other project materials.
  • Assist with the preparation of project documents and materials such as letters, newsflashes, flyers presentations, posters, banners, and videos through research, writing, editing, and proofreading and by ensuring that document preparation and approval is in line with PATH policies.
  • Required Skills

  • Flexibility and adaptability to changing priorities.
  • Ability to work in team environment with minimal supervision.
  • Written and oral fluency in English and Portuguese (essential)
  • Excellent computer skills using Microsoft Office and Movie maker.
  • Ability to prioritize and effectively manage time, tasks, and responsibilities.
  • Willingness to learn a variety of technical and administrative skills on the job.
  • Demonstrated ability to coordinate the logistics of trainings and other events.
  • Proven ability to take initiative, learn quickly, anticipate needs and challenges, and find solutions.
  • Excellent verbal and written communications skills including skills in editing and proofreading documents.
  • Demonstrated ability to coordinate activities for complex projects having multiple activities and involving a variety of internal and external stakeholders.
  • Excellent interpersonal, organizational and negotiation skills with a demonstrated capacity to solve problems with energy, flexibility, attention to detail, and a positive attitude.
  • 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.
  • An understanding of issues related to Maternal Child Health and Nutrition, and Child Development is an advantage, as is a general understanding of the way in which health services are implemented at the facility and community levels.
  • Required Experience

  • Minimum 3 year university degree with extensive demonstrable professional experience in providing administrative and communications support to large organizations with multiple projects.
  • At least 2 years of experience working for a major international nongovernmental organization or agency.
  • Experience working in a multi-cultural / cross-country setting is a plus.
  • You must currently have legal authorization to work in Mozambique.
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