Project Assistant

Job Description

EngenderHealth envisions a gender-equal world where all people achieve their sexual and reproductive health and rights. We believe this is essential for ensuring all people can achieve their full potentials. To achieve this vision, we implement high-quality, gender-equitable programs that advance sexual and reproductive health and rights.

EngenderHealth-Ethiopia is currently planning to implement REACH (Reach, Expand and Access Community Health) project, an integrated SRHR/MHM, and WaSH intervention in Jimma and Borana zones of Oromia Region. The REACH project will be implemented by a consortium of EngenderHealth, Amref Health Africa, and DKT. EngenderHealth seeks well qualified and dedicated candidate as its Project Assistant for Jimma field office at the duty station of Jimma for the REACH project which aims to fulfill SRHR/MHM, WaSH, and Nutritional needs of Women and young people in Borana and Jimma zones. This will be a local hire position with an anticipated start date of mid-July; qualified women applicants are highly encouraged to apply.

JOB SUMMARY

The Project Assistant is responsible to provide administrative assistance to the satellite office staff and maintain the office suitable for use to ensure the smooth functioning of the satellite office’s daily operations. The Project Assistant will do the following activities under close supervision and guidance of the Finance and Administration Officer.

ESSENTIAL FUNCTIONS

• Responsible for storage and handling store as per the procedures and standards of EngenderHealth Ethiopia and in accordance with the national policies and standards and ensure the proper implementation of same.
• Ensure that all health and safety procedures are operational in the storehouse.
• Follow that all health and safety procedures are operational in the storehouse as per DACA requirement.
• Follow up the maintenance of the storehouse and separation of medical items and other non-medical supplies as per local law.
• Make sure that the satellite office has enough stock balance and initiate purchase requisition at the reordering level (EOQ).
• Responsible for preparation of store requisition and notification on time of the minimum stock balance and preparing purchase requisition at reordering level (EOQ) for a satellite office.
• Ensuring that all incoming goods are as per requests and specifications.
• Checks deliveries of goods for quality and quantity and records details on GRNs timely to ensure that goods are received.
• Control the proper loading and unloading process of goods at arrival and dispatch.
• Make sure that all goods are packed and stored properly, safely, and securely and that the store is well protected also.
• Properly and accurately arrange all stock items and maintain an updated store inventory record for all stock items.
• Prepare and keep records of Bin Card hardcopy, fix it to the appropriate stock location and reconcile against stock card maintained at finance timely.
• Ensure proper and timely utilization of all medical supplies maintained at the satellite office store.
• Check for expiry dates, maintain records for expiry dates, and notify supervisors of any item that is damaged or expired for standard disposal procedures and local requirements.
• Prepare Stock Issue Voucher and Stock Delivery Notes for outgoing stock items and ensure the documents are properly signed.
• Assist in the distribution of medical supplies and furniture to health facilities and collect model 19 from health facilities.
• Responsible to submit reconciled Model 19 & delivery documentation to FAO for review.
• Responsible for handling all active store management documents.
• Assist in providing secretarial activities to the satellite office staff.
• Properly register incoming and outgoing letters in protocol register book.
• Handles telephone calls and manages telephone messages.
• Ensure guests are served with tea/coffee as appropriate and handle them with care.
• Handle accommodation reservation for office visitors when needed.
• Perform liaising activities as required.
• Makes photocopy, duplicates, and binds documents for satellite office use.
• Assist in file management of the non-confidential documents.
• Responsible to prepare the necessary materials for training meetings and outreach services as per the list prepared by Program Officers.
• Assist in the logistical support activities of the office.
• Assist in undertaking fixed asset inventory.
• Responsible for fixed asset tagging.
• Follow-up on the safety of all items, plants, etc. of the satellite office.
• Timely report to Finance and Admin Officer any malfunctioning equipment, furniture, or items for maintenance.
• Serve as custodian of petty cash, maintain cash register book, and assist in per diem payments as required.
• Prepare petty cash voucher and forward to Junior Finance officer for coding.
• Assist in the coordination of events (training, meeting workshops, etc.).
• Performs other related activities as assigned by the supervisor.

REQUIREMENTS       

• Diploma/Degree in Business Administration, Management, Supplies Management, Store Management, or related field from a recognized college/university or professional institution.
• Minimum of 2 years for Degree and four years for Diploma in supplies or store management experience in NGOs.

ESSENTIAL SOFT SKILLS

• Committed to EngenderHealth’s core organizational values of reflection, inclusion, integrity, respect, and transformation.
• Good in planning & organizing.
• Excellent verbal and written communication skills in English.
• Excellent in time management/meeting deadlines.
• Ability to work under minimum supervision.
• Ability to effectively work in a team.
• A person with integrity, honesty, etc.

PREFERRED SKILLS, ABILITIES, AND FUNCTIONS

• Good report writing and communication skills.
• Good knowledge of computer applications especially MS. Excel, Word, Adobe Photoshop, and financial software like Quick Book.
• Demonstrated communication and teamwork skills.
• Computer skills especially MS. Excel, Word, Adobe Photoshop, and financial software like QuickBook.
• Proficiency in one or more local languages and English is required.
• Willingness to travel to field offices.
• Willingness to work under pressure.

Disclaimer

The above statements describe the general nature and level of work being performed by the person(s) assigned to this job. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities as needed and assigned.

EngenderHealth provides equal employment opportunities (EEO) to all employees and applicants for employment, without regard to race, creed, ancestry, citizenship, religion, color, gender, gender identity, gender expression, age, national origin, political belief, sexual orientation, genetic information, status as a victim of domestic violence, marital status, disability or any other protected characteristic or status under applicable federal, state, and local laws.

EngenderHealth complies with applicable federal, state, and local laws governing non-discrimination in employment in every location in the United States in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

EngenderHealth is committed to safeguarding all people, particularly children, vulnerable adults, and beneficiaries of assistance from any harm that may be caused due to contact with EngenderHealth.  This includes harm arising from the conduct of staff, associates and partners, and the design and implementation of programs and activities.