Recruitment notice: Program Admin Assistant
VACANCY
Title: Program Admin Assistant
Number of Position: 01
Location: Ebolowa – South
Reports to: Operations Officer / SDM Cluster 1
Dateline : November 22, 2023
Elizabeth Glaser Pediatric Aids Foundation is a global leader in the fight against childhood HIV and AIDS. It operates in 19 countries and more than 5,500 sites worldwide to prevent vertical transmission of HIV to children and help those who are already infected. Today, thanks to the successful work of the Foundation and its partners, pediatric AIDS has been virtually eliminated in the United States. With a global workforce of more than 1,000 people, nine out of 10 of whom work in the field – the Foundation’s global mission is to implement HIV prevention, care and treatment programs; advance innovative research; and carry out strategic and targeted global advocacy activities to bring about dramatic change in the lives of millions of women, children and families around the world. For more information, you can visit our website: www.pedaids.org
Thanks to funding from CDC / PEPFAR Cameroon for the Attaître95 project, EGPAF is helping the Ministry of Public Health and the Government of Cameroon to ensure that 95% of people living with HIV know their status, 95% are put on antiretroviral treatment , and 95% see their viral load suppressed. EGPAF also benefits from support from other donors such as Unitaid to implement innovative approaches to early diagnosis of HIV in infants and to catalyze pediatric tuberculosis services.
The Elizabeth Glaser Pediatric AIDS Foundation is seeking a Program Administrative Assistant to provide administrative assistance to EGPAF Cameroon district technical teams in the areas of procurement coordination, administrative/financial coordination , logistics, field inventory coordination as well as liaison between technical and operational teams for coordination of daily operations, facilitation of planning and timely execution of mutual tasks.
The Program Administrative Assistant must demonstrate versatility by working closely with the Human Resources, Purchasing, Finance and Logistics units.
Main Responsibilities
Purchasing support and coordination
- Weekly collection of supply request forms from site managers in the district under his responsibility
- Consolidates all site purchase request forms into one master form and submits it to the project director for approval, follows up on it and submits it to the purchasing department;
- Maintains a log of major PRFs submitted by district and provides weekly updates to Site Managers, TAs and Cameroon ELT on procurement status.
- Provides distribution list to Inventory Manager and verifies that supplies/products have been distributed and received at sites according to PRF specifications.
Financial support and coordination
- Collects approved advance requests from district staff under his or her charge
- Confirms that activities included in advance requests are included in the project’s validated budget/workplan and submits them for funding.
- Ensures that Finance processes advance requests on time and provides weekly updates to the district teams under his/her responsibility.
- Collaborates with finance team and district teams to submit supporting documentation for mobile payments.
- Where permitted, can make cash payments directly to participants, for example for adolescent support groups in coordination with site managers and finance team
- Works with the Finance team to provide reports of pending advance requests to District Managers, and forward all advances pending more than 30 days to the Project Director and Country Director.
- Support and liaise with the Finance team to ensure that all attendance sheets for district teams under their responsibility are submitted on time.
Other admin support and coordination
- Coordinates logistics for workshops, seminars and training for the districts under his responsibility
- Write meeting minutes if necessary
- Organize trips
- Submit and reconcile expense reports
- Maintain a manual and computerized archiving system
- Implement office tasks and administrative processes
Required Qualifications
- Training: At least a Higher Technician Certificate in administration/office management, secretarial work or other related fields.
- Experience : At least 2 years of experience in a similar position. Experience in local and/or international NGOs is an asset.
- Language : Fluency in French is an essential requirement of the position, and a working knowledge of English is an asset.
Required Skills
- Good communication skills;
- Good organizational and planning skills;
- Ability to work with minimal supervision;
- Flexibility and strong sense of confidentiality;
- Be creative and have a sense of service
- Good command of the Microsoft Office Pack
APPLICATIONS CAN BE SUBMITTED ONLY ON THE WEBSITE:
https://phe.tbe.taleo.net/phe02/ats/careers/v2/searchResults?org=PEDAIDS&cws=41
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VACANCY ANNOUNCEMENT
Title: Program Admin Assistant
Number of Positions: 01
Location: Ebolowa – South
Reports to: Operations Officer / SDM Cluster 1
Applications Due : November 22, 2023
Elizabeth Glaser Pediatric Aids Foundation is a global leader in the fight against HIV and AIDS in children. It operates in 19 countries and more than 5,500 sites worldwide to prevent vertical transmission of HIV to children and to help those already infected. Today, thanks to the successful work of the Foundation and its partners, pediatric AIDS has been virtually eliminated in the United States. With a global workforce of more than 1,000 people – nine out of 10 of whom work in the field – the Foundation’s global mission is to implement HIV prevention, care, and treatment programs; advance innovative research; and conduct strategic and focused global advocacy to bring dramatic change to the lives of millions of women, children and families around the world. For more information, visit our website: www.pedaids.org.
With funding from CDC / PEPFAR Cameroon for the Reach95 project, EGPAF is assisting the Ministry of Public Health and the Government of Cameroon to ensure that 95% of people living with HIV know their status, 95% are put on antiretroviral treatment, and 95% have their viral load suppressed. EGPAF also benefits from the support of other donors such as Unitaid for the implementation of innovative approaches to the early diagnosis of HIV in infants and to catalyze pediatric tuberculosis control services.
The Elizabeth Glaser Pediatric AIDS Foundation is seeking a Program Admin Assistant to provide administrative assistance to EGPAF Cameroon’s district technical teams in the areas of procurement coordination, administrative/financial coordination, logistics, field stock coordination as well as liaison between technical and operational teams for the coordination of daily operations, facilitating the planning and timely execution of mutual tasks.
The Program Admin Assistant shall demonstrate versatility by working in close collaboration with Human Resource, Procurement, Finance and Logistics Units.
Main Responsibilities
Procurement Support & Coordination
- Collects approved procurement request forms (PRF) from site leads in the designated supported district on a weekly basis
- Consolidates each of the site PRFs into a master PRF and submits to the project director for approval, follows up on approval and submits to the procurement department
- Maintains a log of all master PRFs submitted per district, and provides weekly updates to the site leads, TAs, and Cameroon ELT on the status of the procurements
- Provides the distribution list to the inventory officer and verifies that supplies/commodities have been distributed and received in the sites as per the PRF specifications
Finance Support & Coordination
- Assist in preparing cash advance requests from the supported district staff and site level
- Prepare budgets for workshops, seminars and trainings in accordance with the project work plan and budget.
- Ensures cash advance requests are processed on a timely basis
- Works with finance team and district teams to provide the supporting documents for mobile money payments
- When approved, can make payments via cash directly to participants eg for adolescent support groups in coordination with the site leads and finance team.
- Liaises with finance team to provide outstanding advances reports to the district leads and escalates any advances outstanding more than 30 days to the project director and country director
- Supports and liaisons with finance team to ensure that all timesheets for supported district teams are submitted on a timely basis
Admin Support & Coordination
- Coordinates the logistics for workshops, seminars and trainings for supported districts
- Documenting meeting minutes from time to time
- Book travel arrangement
- Submit and reconcile expense reports
- Maintain computer and manual filing systems
- Implement clerical duties and administrative processes
Required Qualifications
- Training: At least a High National Diploma in Administration/Office Management, Secretarial Studies or other related fields
- Experience: At least 02 years of experience in a similar position. Experience in local and/or international NGOs is an asset.
- Language: Fluency in French is a core requirement of the job, and working knowledge of English is an advantage
Required Skills
- Good communication skills;
- Good organizational & planning skills;
- Ability to work with minimal supervision;
- Flexibility & strong sense of confidentiality;
- Be creative and have a sense of service
- Good command of the Microsoft Office Pack
HOW TO APPLY
READ CAREFULLY AND FOLLOW THE INSTRUCTIONS GIVEN ABOVE TO APPLY, AND NEVER SEND MONEY DURING RECRUITMENT.
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