JOB PURPOSE
The Programme Administrator will support the effective implementation of programme activities and contribute to the achievement of the programmes goals and objectives. The Officer will contribute to key operational activities managed by the Unit.
KEY OUTPUTS
- Monthly/Interim Reports prepared and submitted by the deadline given
- Treatment Meetings/Workshops coordinated
- Minutes/Action Sheets produced within the required timeframe
- Correspondences prepared within the required timeframe
- Procurement process for activities completed as agreed
- Files updated within the required timeframe
- Flow and distribution of information coordinated and disseminated
- Individual Workplan & Workplan Reviews prepared and submitted as agreed
KEY RESPONSIBILITY AREAS
- Assist in providing administrative support to the implementation and monitoring of the required Budgets
- Liaise with programme stakeholders and ensure timely and accurate information flow between the Components, field stakeholders and Administration
- Assist Implementing Stakeholders in resolving implementation bottlenecks and issues as it relates to the execution of their workplans administratively
- Ensure Files are updated and properly maintained
- Prepare initiation forms along with supporting documents and monitor initiated activities of the treatment component
- Liaise/Meet with selected suppliers and project stakeholders to ensure timely delivery of goods and services to end-users and payments to suppliers, in accordance with the terms of the contracts
- Prepare correspondences to stakeholders both internal and external
- Prepares and or reviews the relevant procurement documents to ensure conformity with GOJ and the relevant funding agencies procurement guidelines.
- Organize and Coordinate meetings and major events as required
- Provide logistic support for all Treatment Activities within the Regional Health Authorities and Non-Governmental Entities
- Attend Treatment meetings/workshops; prepare minutes/action sheet and follow-up on decisions to ensure timely implementation of workplan activities
- Maintain stakeholder database
- Develop Checklists to enhance efficiency of the job scope for approval and implementation
- Prepares an Individual Workplan annually and submit quarterly reviews
- Prepares monthly reports for submission
PERFORMANCE STANDARDS
- Key deliverables are produced within agreed time frames to the required standards
- Confidentiality of information obtained on the job is preserved
- Procurement of goods, services or works are done in accordance with current guidelines established by the GoJ and the relevant funding agencies
| Functional/Technical Competencies |
| Good knowledge of the GoJ Procurement Guidelines, Staff Orders and other GoJ regulations |
| Sound knowledge of donor funded project operating environment |
| Well-developed technical skills in computer applications, including Microsoft Word, Excel and PowerPoint. Microsoft Access is considered an asset |
| Core Competencies |
| Sound Analytical skills and judgement |
| Good interpersonal skills with a proven ability to communicate effectively (both written and verbal) with all levels within the organization |
| Unquestioned personal integrity with strong ethics and values |
| Capable of working independently and with minimum supervision |
| Logical approach to identifying and evaluating issues |
| Planning and organizational skills with the ability to prioritize multiple assignments |
| Display awareness of the need for confidentiality in sensitive matters |
| Demonstrate job commitment and personal flexibility to meet changing expectations. |
| Excellent skills in teamwork and cooperation |
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
- A First Degree in Business Administration, Management Studies or a related discipline from a recognized University.
- At least three (3) years relevant work experience in Administration.
SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
- Expected to demonstrate a high level of integrity and professionalism
- Exposure to confidential and sensitive information
- Will be required to travel to execute duties
- May be required to work beyond normal working hours in order to meet deadlines
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Interested persons should submit their application along with resume no later than
September 13, 2021 via email to jobapplications.moh@gmail.com
Applications must be addressed to:
Senior Director
Human Resource Management & Administration
Ministry of Health & Wellness
10a Chelsea Avenue, Kingston 5
We thank all candidates for responding, however only shortlisted applicants will be contacted.