JOB SUMMARY: Work closely with the senior officers on tasks such as monthly budget updates and all year grant projections. This position is office based with planned regular visits to the field. The responsibility is to provide administrative, logistical, HR, and financial support to the program and to ensure that department operations are maintained in an effective, up to date and accurate manner.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:
Main Tasks And Responsibilities
- Ensure that all IMC and partner activities are implemented in line with the program’s budget work plan and indicators;
- Prepare monthly budget projections that will be reviewed by the Senior Program Support Officer and approved by the MHPSS Program Coordinator;
- Keep track of all budget spending and prepare forecast of budgets for the entire duration of the project;
- Follow up and coordinate with program implementing partners on logistics, HR, and finance related matters and provide updates to MHPSS team accordingly;
- Update project procurement plan in coordination with Senior Program Support Officer and MHPSS Program Coordinator
- Coordinate with MHPSS Program Assistant and MHPSS Managers to address the needs of case management teams on the fields and follow up on all related issues;
- Coordinate with Senior Program Support Officer on distribution of program material to the fields, specify locations of distribution, quantities to be delivered, means of transportation and coordination with MHPSS managers;
- Follow up with logistics on delivery timing of program material and keep updated inventory of MHPSS material;
- Offer logistical support during training /coaching events including venue booking, arrangements, and handout/material preparation;
- Prepare procurement requests (PRs) and Ensure PRs are signed by the relevant Program staff member for initiation and made in timely manner;
- Ensure that all relevant M&E/admin sheets are prepared for trainings, awareness raising sessions, activities and so on;
- Prepare required service agreement documents and contracts to sign with centers and/or consultants
- Maintain an efficient office filing management system related to monitoring, evaluation and reporting on MHPSS activities as well as programs;
- Assist to complete HR requirements related to recruitment of MHPSS staff/consultants and preparing monthly payments
- Compiling results analysis and other statistical tasks if required for reporting or MHPSS studies
Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.
Minimum Qualifications
- Typically, a Bachelor's degree in business administration or any other related discipline. Equivalent combination of relevant education and experience may be substituted as appropriate.
- Typically, 3+ years of relevant administrative experience. NGO experience is a plus.
- Excellent interpersonal, written, and oral communications skills;
- Good understanding of the project cycle and team work;
- Demonstrated ability to work in a multicultural environment, prioritize tasks, meet deadlines, and ensure high quality work;
- Emotional maturity and agility in working in a fast-paced environment;
- Computer literacy with demonstrated experience in utilization of databases, Microsoft Office, Excel and PowerPoint in particular.
- Fluent in English and relevant local languages.