Position Summary:
Reporting to the COP, the Program Assistant will provide administrative support to the ZHCT technical team for smooth and effective program implementation. The Program Assistant will act as the ZHCT technical team’s link to administrative and operational activities, and ZHCT’s liaison or point of contact for the Country Office, other FHI360’s projects and ZHCT’s partners.
Responsibilities and Activities:
- Provide administrative support to the ZHCT Chief of Party, Deputy Chief of Party and the ZHCT technical team (e.g., manage all printing and photocopying assignments, etc.).
- Coordinate compilation of consolidated work plans and compilation of reports for timely submission.
- Ensures availability of ZHCT information packs and assists with preparing necessary program materials for ZHCT technical team.
- Assist the ZHCT technical team with pre-planning, organization and management of trainings/workshops.
- Assists with ZHCT technical team procurements (e.g., prepare proper documentation of procurement request form, cash requests etc.).
- Travel arrangement for ZHCT technical team, including expense requisition (EA) generation. Assist in ensuring a smooth flow of information between ZHCT national office and ZHCT district offices.
- Assists with receiving and composing communications as correspondence, and replies to inquiries as directed by the COP and DCOP.
- Assists in drafting memorandums, visitor itineraries and select contract documentation as instructed by the COP and DCOP. Manage the diary of COP and DCOP, and schedule appointments and meetings as relevant.
- Update the weekly ZHCT technical e-calendar and ZHCT monthly/quarterly calendar.
- Schedule routine technical team meetings; maintain minutes and ensure follow up on action items arising from minutes.
- Maintain effective electronic filing and retrieval systems for technical correspondence.
- Performs other tasks as requested by the supervisor.
Knowledge, skills and abilities:
- Ability to work with limited supervision in a fast-paced environment.
- Quick learner of systems; able to quickly run with administrative processes in a fast-paced environment with minimal supervision.
- Well-developed computer skills, including knowledge of Microsoft office products.
- Excellent written, oral, interpersonal and organization skills.
Qualifications and requirements:
- Bachelor’s degree in social science/administration/Health sciences from a recognized university.
- A minimum of 2-year relevant working experience.
- Experience in office administration is an added advantage.
- Experience with large complex organization is required, familiarity with international NGOs preferred.
- Demonstrated success in multicultural environments is required.
Evaluation
An evaluation will be conducted at the end of the internship engagement.
Time Commitment
Flexible schedule to be agreed upon with volunteer. Minimum of 40 hours per week.
FHI 360 Policy on Code of Ethics and Conduct
As an intern you will be required to sign and bound by FHI 360’s code of ethics and conduct including our confidentiality and non-disclosure agreement.
This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
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More Information
- Job City Harare, Zimbabwe
