Recruitment notice: Assistant Program Admin needed

Recruitment notice: Assistant Program Admin
LOCATION: EBOLOWA-REGION
Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) Job
Description Assistant Program Admin

Job Title: Assistant Program Admin

Location: South (Sangmemlima) Reports

to: Sr. Operations Manager, SDM Cluster III

Contract Duration: 3 Months Application Deadline: 19 October

2022

Elizabeth Glaser Pediatric Aids Foundation is a world leader in the fight against HIV and AIDS in children. It operates in 19 countries and more than 5,000 sites worldwide to prevent the vertical transmission of HIV to children and help those who are already infected. Today, thanks to the success of the work of the Foundation and its partners, pediatric AIDS has been virtually eliminated in the United States. With a global workforce of more than 3,100 people, nine out of 10 of whom work in the field – the Foundation’s global mission is to implement programs for the prevention, care and treatment of HIV; advancing innovative research; and lead strategic and targeted global advocacy to bring about dramatic change in the lives of millions of women,

Purpose of the position:

Provide administrative assistance to EGPAF Cameroon district technical teams in the areas of procurement coordination, administrative / financial coordination, logistics, inventory coordination in the field as well as liaison between teams technical and operational teams for the coordination of day-to-day operations, facilitate the planning and timely execution of mutual tasks

Key Responsibilities:

Procurement support and coordination

Weekly collection of supply request forms from site managers in the district under his charge

· Consolidation of all site purchase requisition forms into one master form and submits it to the project manager for approval, follows up and submits it to the purchasing department;

Maintains a log of primary PRFs submitted by district and provides weekly updates to Site Managers, TAs and Cameroon ELT on procurement status.

· Provides the distribution list to the inventory manager and verifies that the supplies/products have been distributed and received at the sites according to the specifications of the PRF.

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Financial support and coordination

· Collects approved advance requests from district staff under his/her responsibility

· Confirms that the activities in the requests for advances are in the validated budget / workplan of the project and submits them for funding.

· Ensures finance processes advance requests on time and provides weekly updates to district teams under his/her responsibility.

· Collaborates with finance team and district teams for submission of mobile payment vouchers.

When authorized, may make cash payments directly to attendees, e.g. for teen support groups in coordination with venue managers and finance team

· Works with Finance team to provide reports of pending advance requests to District Managers, and escalates all pending advances over 30 days to Project Director and Country Director.

· Support and liaise with the finance team to ensure that all attendance sheets for the district teams under his/her charge are submitted on time.

Other admin support and coordination

Coordinates logistics for workshops, seminars and trainings for the districts under his/her responsibility

Document meeting minutes as needed

Other duties as assigned by supervisor

Admin Performance Indicators program

· Proportion of logistical and administrative support provided to program staff as required. 100%

· Proportion of activity advance requests submitted for approval each weekday Tuesday. 100%

· PRF approved and sent for procurement within 10 working days prior to scheduled activity. 100%

· Ensure that more than 95% of advances made are cleared within 10 days of the end of the activity.

· Ensure that the weekly advance request summary sheet is updated and shared weekly.

· Submit supporting documents for trainings to be settled for payment from day one for the first part of payment, then all remaining documents two business days after training >95%.

Apply ONLY online via the Internet link whose address is: https://phe.tbe.taleo.net/phe02/ats/careers/v2/viewRequisition?org=PEDAIDS&cws=41&rid=2828

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

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