JOB ADVERTISEMENT – Administrative Assistant

A- BACKGROUND

Cameroon has among the highest burden of HIV in West and Central Africa (2.7% among average risk reproductive age adults – DHS 2018). High HIV prevalence is associated with high-risk sexual behaviors such as inconsistent use of condoms and lubricants and a high rate of sexually transmitted infections (STI). Stigma and discrimination have further marginalized key populations limiting their access to life-saving services such as anti-retroviral therapy (ART) and reducing the country’s ability to control the HIV epidemic

The national response is led by the National AIDS Control Committee (NACC), which coordinates implementation of the National HIV/AIDS Strategic Plan 2021-2023. This policy aims to reduce HIV and STI-related morbidity and mortality and alleviate its socioeconomic impact on the development of Cameroon. Among strategic approaches, the plan stresses improved access to prevention, care and treatment for key populations.

The USAID-funded Community HIV/AIDS Investments for Longer and healthier Lives (CHILL) has the following objectives: (1) HIV testing for Key and Priority populations (KPs & PP); (2) ART uptake for KPs and PPs by ensuring that those who test positive are actively linked to treatment as soon as possible; and (3) improving retention in treatment through improved linkages between facility and community-based services, and reinforced community-based support for adherence and client follow-up.
Care and Health Program (CHP) will be the CHILL prime and will lead the program in partnership with fifteen local community-based organizations (CBO). The consortium is collaborating with the Ministry of Public Health (MOH), NACC and other stakeholders to build the capacity of the national, regional and community response.
These efforts will expand service coverage in five focus regions and generate data for evidence-based programming through the implementation of evidence-based prevention, care and treatment services to key and priority populations in Cameroon.

In the context of this project, CHP is recruiting an Administrative Assistant with the following criteria:

CONTRACT PERIOD: 5 years, beginning from January 2nd 2023

PLACE: Douala

CONTRACT TYPE: Indeterminate subject to performance and availability of funding

TRIAL PERIOD: 3 Months Renewable after evaluation.

With the supervision of the Administrative and Financial Manager of the project, the Administrative Officer will be a member of the CHILL team at the Douala sites.

JOB PROFILE:

• Plans a wide variety of CHILL activities (for example, appointments, meetings, report writing);
• Perform logistics and administrative/office functions; performs routine office procedures such as typing, filing, copying, scheduling and confirming appointments.
• Planning staff travel;
• Participates in a variety of meetings, workshops and/or training to provide or receive information and meet the needs of participants.
• Maintains a wide variety of manual and electronic document files and records for the purpose of providing up-to-date information and/or historical references in accordance with established requirements of administrative guidelines.
• Respond to a variety of inquiries from various internal and external partners and collaborators to provide information or guidance and/or facilitate communication between partners.
• Works closely with CARE Cameroon’s finance, administration and logistics teams.

FUND MANAGEMENT

• Holding of activities and treasury operations. Operating fund 100,000;
• Record keeping of income/expenses;
• Input operations in the input mask;
• payment of invoices under XAF 50,000;
• Control of the accounting document;
• payments for staff assignments and activities;
• collection of balances remaining missions and activities;
• Keeping receipt books;
• monthly closing of the various petty cash registers;
• Petty cash replenishment requests when sales exceed 20%;
• Invoice tracking.

CHILL FOCAL POINT FOR HUMAN RESOURCES ISSUES IN THE OFFICE FIELD

• Receipt and distribution of HR documents (contracts-Addendum-pay bulletins);
Support and assistance for filling PAR(Timesheet) cards;
• Collection and transmission of HR documents to the mission (per-Requests for authorization and medical leave-records for reimbursement Olea-Assurance);
• Maintenance of Chronos records by Authorization and Permission requests;
• CHILL focal point for human resources issues in the CHILL office;

DESIRED MINIMUM QUALIFICATIONS

training: BTS Secretariat and Business Organization or equivalent with field experience required.
A minimum of (1) year of professional experience as a receptionist or secretary. Proficiency in the use of Microsoft Office software (Word, Excel, Powerpoint, etc.).
Fluency in French: A written AND oral command of the French language is required. Additional proficiency in written and spoken English is preferred.

Knowledge: Computer skills.

Skills and Abilities: Strong interpersonal skills, including the ability to work effectively in a team environment. He/she must have strong time management skills to prioritize and manage many activities simultaneously. Be a smiling person and keep your outfit spotless. Friendly and discreet.

PREPARATION OF THE APPLICATION FILE

If you are interested in pursuing any of these opportunities, please submit a resume A CV, a cover letter including contacts of at least 03 references, a copy of the certificates/diplomas and ID card will be submitted by the 26 December 2022 in our offices located behind the “center regional office of taxation at Omnisport” or send by email to chp@carehealthprogram.org

THE EXECUTIVE DIRECTOR