Part Time Program Assistant

Position Summary

The Program Assistant (PA) provides administrative, logistics, finance and office support to the project team in assigned regions. The PA manages the operations of the region offices, stores and warehouses working closely with the Jhpiego office crosscutting team to ensure proper coordination in supporting smooth program operations. This includes but is not limited to managing issuance of commodities, stock and consumables, raising requisitions for procurement of supplies, preparing activity budgets and scopes of work, and maintaining office and store premises in compliance with MOH, USAID, Jhpiego hygiene, safety and security standards and other requirements promoted under the Occupational Safety and health Authorities (OSHA).

Reports to:                             Supply Chain Specualist

Position supervised:             Driver

Location:                                 Morogoro

This position will be closed on January 30, 2025

Essential Duties and Responsibilities

• Support logistics for planning and implementation of project activities including identifying and booking venues and hotel accommodation, developing activity budgets, availing training materials and equipment and confirming participants. 
• Manage the regional office including ensuring a clean working environment, amenities, furniture and equipment are working and sufficient, attend visitors professionally and routing them for relevant assistance, maintain contact lists, receive and send couriers and letters and maintain up-to-date visitors’ book and dispatch book.
• Support planning of meetings within or outside office including scheduling, confirming participants, photocopying meeting materials, sharing minutes, arranging refreshments, etc.
• Maintain tracking system for budgets, procurement, payments, inventory and reports working collaboratively with Jhpiego crosscutting team.
• Coordinate staff travel including timely preparation of advance requests, activity plan and itinerary, coordinating project or hired vehicle use, assisting with advance reconciliation and submission of supporting documents to project Finance Manager.
• Safeguard property in office and store as primary key holder including furniture, equipment, supplies and commodities ensuring proper maintenance, issuance and usage in compliance with Jhpiego policies, hygiene, safety and security standards.
• Support photocopying, organizing, packing and setting materials required for meetings and trainings against a checklist provided by the activity lead.
• Receive supplies and commodities into the stores, maintain up-to-date inventory, issue supplies and commodities per distribution plan and required delivery documentation.
• Administer daily registration of staff and participants using required digital and paper formats during supported meetings or trainings led by Jhpiego.
• Perform other duties as assigned by the supervisor.

Qualifications and Requirements

• Diploma or higher qualification in business administration, office management, secretarial studies and storekeeping or extensive hands-on office or stores operations experience?
• Minimum of 2 to 3 years’ office operations experience in a busy office environment?
• Experience working with USAID, MOH, PORALG, INGOs and CSOs?
• Good interpersonal communication skills. Good spoken English an added advantage.
• Experience working in Iringa, Morogoro, Njombe, Singida or Tabora regions an added advantage.
• Demonstrated basic accounting skills with experience in petty cash management.
• Prior experience managing stores including managing medical commodities and equipment.desirable.
• Field oriented and comfortable working with multi-disciplinary teams, able to contribute to teamwork and interact with staff at all levels including government officials.
• Demonstrated self-management (i.e. motivation, dealing with pressure, adaptability, diplomacy).
• Competency with MS Office (email, Internet, Word) and experience using digital tools.
• Willingness to live in Morogoro regions.
• Ability and willingness to travel up to 25% time.
• Ability to establish and maintain effective working relationships with internal and external customers those contacted during work.
• Planning and negotiation skills required
• Good level of computer literacy, conversant with all Microsoft products

Jhpiego offers competitive salaries and a comprehensive employee benefits package.

Please apply at www.jhpiego.org/careers

Applicants must submit a single document for upload to include cover letter, resume, and references.

For further information about Jhpiego, visit our website at www.jhpiego.org

Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.

Jhpiego is an Affirmative Action/Equal Opportunity Employer

Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.

RECRUITMENT SCAMS & FRAUD WARNING

Jhpiego has become aware of scams involving false job offers. Please be advised:

• Recruiters will never ask for a fee during any stage of the recruitment process.
• All active jobs are advertised directly on our careers page.
• Official Jhpiego emails will always arrive from a @Jhpiego.org email address.

Please report any suspicious communications to Info@jhpiego.org

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