Recruitment notice: 03 ADMINISTRATIVE AND MANAGEMENT ASSISTANTS FOR PASSR

Who are we ?

The Cameroonian Association for Social Marketing (ACMS), member of the PSI network is a non-governmental organization under Cameroonian law whose main mission is to improve in a sustainable and measurable way the social situation of the Cameroonian population and to promote health and family prosperity. Thus, ACMS works in cooperation with the government and its partners in the public and private sectors to offer high quality health programs, reaching all populations in need. For more than twenty-five years, ACMS has provided the people of Cameroon with comprehensive, evidence-based public health interventions, including programs in reproductive health, malaria, and HIV prevention among others.

Join us !

The Program for Access to Reproductive Health Services (PASSR) which is recruiting is a development project of the Republic of Cameroon co-financed by the Federal Republic of Germany through its development bank (KfW). ACMS is in charge of implementing this Program on a large scale.

Indeed, the PASSR implemented in four (04) regions of Cameroon (East, Adamaoua, North and Far North) aims to increase the use of modern methods of family planning, in particular methods of long duration of action.

Your Contribution:

• Provide support in the administrative management of the project;
• Write administrative correspondence;
• Ensure the circulation of official mail;
• Ensure the technical supervision of project staff and provide them with resources and expertise in the areas of administrative management;
• Record and classify the various documents received;
• Support and monitor all project purchases;
• Provide logistical support for the organization of project seminars and workshops;
• Receive travel advance requests and supporting documents for activity expenses to submit for signature;
• Ensure the flow of information, communicate with ACMS services and external partners;
• Ensure logistics (booking and travel);
• Attend meetings and prepare reports and minutes;
• Ensure that all bidding suppliers are approved by ACMS;
• Develop and regularly update procurement plans in accordance with ACMS and donor requirements;
• Ensure that all purchase requests received are complete and properly approved;
• Quickly draw up the consultation files (notice of expressions of interest, request for quotations, tender documents, request for proposals, etc.) in accordance with the applicable procedures;
• Prepare, organize and coordinate bid opening and evaluation sessions;
• Propose and implement tools to improve the execution of purchase requests;
• Prepare letters or purchase orders in the name of the selected supplier(s), guaranteeing, if necessary, a correct allocation of project codes and lines;

• Ensure compliance with the requirements of the lessor with regard to the procurement procedure and local legislation;
• Maintain proper filing of all project procurement documents and ensure materials are available and accessible as needed;
• Participate in updating the list of suppliers and service providers in collaboration with the members of the purchasing committee in accordance with the procedures in force;
• Maintain and update electronic files of equipment, materials and the fleet of cars and motorcycles;
• Keep inventory sheets of offices and equipment made available to employees;
• Manage the store and office consumables;
• Ensure the weekly preparation of the Procurement Status Report (PSR) of the project to share with the supervisor and the team;
•  Perform any other task assigned by the supervisor.

What are we looking for?

We are looking for  three Administrative and Management Assistants (M/F) who will embody the ACMS values ​​listed below:

1. Collaboration: You can work independently but thrive in a team.
2. Trust: You know your manager and team will support you, and you want to earn that same trust from your teammates.
3. Pragmatism: You get going and maintain momentum even when things are ambiguous and don’t let perfection take precedence over sufficiency.
4. Honesty: You are not afraid to speak up and say what you think.
5. Measurement: You set clear and challenging goals and hold yourself accountable for achieving measurable results.
6. Commitment: You are independent and a free thinker, but you are ready to buy into the direction of the team and commit yourself to its success.

The basics :

• Bachelor’s degree in Management, Logistics  and/or  BTS in  Executive Secretariat,  or any other diploma deemed equivalent;
• Minimum two (02) years  of relevant and proven professional experience in a similar position, preferably in a relevant organization or in an international NGO;
• In substitution for the required diploma  : Have  more than five (05) years  of relevant and proven professional experience in a similar position, preferably in a relevant organization or in an international NGO;

• Have strong problem-solving skills;
• Have a good ability to plan and foresee potential and emerging obstacles;
• Have the ability to establish strong public relations and be comfortable communicating in a team;
• Have a high level of autonomy at work, but with a deep team spirit;
• Ability to work under pressure, with minimal supervision within a multicultural team;
• Demonstrate adaptability, patience, ingenuity, resilience and flexibility;
• Have results-based management skills;
• Be available to carry out regular field missions.

What would turn us on?

• Familiarity with social marketing and/or NGOs;
• Master the art of administrative writing in one of the two official languages;
• Experience in public procurement and financial analysis would be an asset;
• Fluent in French and/or English and have a sufficient command of the other language;
• Good command of computers and software (Word, PowerPoint, Excel);
• Mastery of word processing and spreadsheet software;
• Passion for the secretariat;

 How to compile your Application File?

• A cover letter ;
• A detailed curriculum vitae (CV) using the form available for this purpose on the site:  http://www.acms-cm.org  ;
• Photocopies of diplomas required. A verification of Diplomas will be carried out for the successful candidate;
• Photocopies of documents that justify the experience of the candidate, (Certificate, employment, work certificate, or any other related document).

Your canditate file :

Complete files will be sent to the following address  CM_recrutement@acms-cm.org

Our employment policy

ACMS is a fair employer and encourages applications from qualified individuals without regard to race, religion, color, sex, age, national origin, disability, marital status, registration, political affiliation, family status or responsibilities, identity or, pregnancy, childbirth, related medical conditions or breastfeeding, genetic information, amnesty, veteran, disabled veteran, military or professional status.

ACMS is an equal opportunity employer and strongly encourages applications from women. Only the preselected candidates will be contacted.

ACMS reserves the right to recruit at a lower level or on the basis of a modified job profile.

References will be required. The successful candidate will be required to pass a background check.

Key job information:

Type of contract: Permanent contract

Place of work: Bertoua, Maroua, Ngaoundere

Position level  :  9th category, level C  of the tertiary sector II of the National Collective Agreement for Commerce

Job Type: Junior

Status:  Local position

Start date: November 2022

Project end date: January 31, 2025