Job Opportunity: Administrative and Operations Assistant

Scope of Work (SOW)
Administrative and Operations Assistant
Global Health Supply Chain- Procurement Supply Management Cameroon

Background  
The purpose of the Global Health Supply Chain– Procurement and Supply Management (GHSC-PSM) Program is to ensure uninterrupted supplies of health commodities in support of United States Government (USG)-funded public health initiatives around the world. The project provides direct procurement and supply chain management support to the President’s Emergency Plan for AIDS Relief (PEPFAR), and the President’s Malaria Initiative (PMI). In supporting USG-funded global health activities, GHSC-PSM will develop and manage a wide array of services for health commodity procurement and related systems strengthening technical assistance encompassing different elements of a comprehensive supply chain.

 

At the country level, GHSC-PSM supports country strategies and priorities that fall under the following three project objectives:
• Global Commodity Procurement and Logistics
• Systems Strengthening Technical Assistance
• Global Collaboration to Improve Long-Term Availability of Health Commodities

Purpose of the position  
Under the supervision of the Operations Manager, the Administrative and Operations Assistant, will be responsible for providing effective operational and administrative support to Cameroon project staff. We are looking for individuals who have a passion for making a difference in the lives of people around the world.
Specific responsibility
1. Assist with procurements, collecting offers, and contacting vendors.
2. Assist with logistics regarding training events including identifying and setting up the venue, assisting with production of training materials, and transporting necessary equipment to the venue.
3. Assist project staff in arranging travel, visas, hotel accommodations, project drivers’ schedules, and customs expeditors for all project-related travel.
4. Assist with daily project operations, as needed, regarding office maintenance and repairs and provision of office supplies.
5. Manage petty cash, including log, distribution, receipts, and reconciliation.
6. Process invoices from local vendors and professional services agreements and submit to Accountant for payment.
7. Maintain constant communication with Operations team for advice and guidance on office management and operations related tasks.

 

8. Maintain administrative systems, including but not limited to communication logs and filing systems (both electronic and hard copy).
9. Ensure that the office is organized to run efficiently, and that office equipment and supplies are ordered on time, properly maintained, and inventoried.
10. Maintain a good knowledge and understanding of all office rules and procedures as set forth in the field office policy manual.
11. Prepare reports of meetings convened or attended by project team and take meeting minutes for all team meetings and distribute accordingly.
12. Sign for packages delivered and maintain a visitor sign-in sheet at the front desk. 13. Perform other tasks as directed by his/her supervisor.
13. Supervise driver and contracted drivers to ensure full respect of fleet management procedures, verified log sheets, vehicle check lists, control the tomcard, do vehicle and generator fuel consumption and analysis reports and submitted for fuel replenishment.
14. Ensure Organizations assets are well entered into the assets inventory sheet, tagged, managed, maintained, repair when damaged and always accounted for. Also maintain inventory of supplies through stock cards and replenish as need be.
15. Perform other tasks assigned by the Health System Strengthening Specialist Regional Coordinator (HSSS RC) and Operations Manager

 

 

QUALIFICATIONS  
• Certificate/diploma in Administration, Procurement, HR, Logistics or related field.
• Minimum of 2 years of experience.
• Minimum 1 year of USAID experience.
• Fluency in French and functional English is required.
• Excellent interpersonal and communications skills.
• Demonstrated proactivity, versatility, and integrity.

Supervision   
• The Administrative and Operations Assistant will report directly to the Operations Manager.
Location
• The location of assignment is Maroua, Cameroon, with intermittent travel throughout the country as needed. This position does not attract any relocation allowances for the successful candidate.

Application Instructions: Please submit your letter of interest/motivation letter and CV through the following link : Administrative and Operations Assistant Maroua – Formstack by October 14 ^th 2022.No telephone inquiries, please. Finalists will be contacted on a rolling basis.   

HOW TO APPLY

WELL READ AND FOLLOW THE INSTRUCTIONS GIVEN ABOVE TO APPLY, AND NEVER SEND MONEY DURING A RECRUITMENT.

 

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