Program Assistant (4 Positions) at IntraHealth

Job Opportunity:  Program Assistant (4)

Why Choose IntraHealth

At IntraHealth, we are a global team of creative, committed humanitarians on a mission. We are advocates, technologists, health workers, and communicators. Program officers, finance experts, and technical leaders. We are passionate and diverse. And we’re united in our belief that everyone everywhere should have the health care they need to thrive. That’s why we work every day to improve the performance of health workers around the world and strengthen the systems in which they work.

For almost 40 years in over 100 countries, IntraHealth has partnered with local communities to make sure health workers are present where they’re needed most, ready to do the job, connected to the technology they need, and safe to do their very best work. Our programs are designed with a deep understanding of and appreciation for the context of human rights, gender equality and discrimination, economic empowerment, and changing populations. And the longstanding relationships we have built with government agencies, private-sector partners, and members of civil society make our efforts stronger and more effective.  Join us and together we can make lasting changes in global health—for all of us.

The USAID Ingobyi Activity is a five-year cooperative agreement to improve the quality of reproductive, Maternal, newborn, and child health (RMNCH) and malaria services, in a sustainable manner with the goal of reducing neonatal, child and maternal mortality in Rwanda. The Ingobyi Activity builds upon the tremendous gains Rwanda has made in the health sector as well as previous USAID investments in the health sector to provide a healthier, more productive future for all Rwandans. Ingobyi works to improve the availability, quality, and utilization of RMNCH and malaria services with resilience and sustainability.

SUMMARY OF ROLE

The primary responsibility of the Program Assistant is to support technical teams in managing administrative, financial, and logistical functions of Ingobyi Activity and ensure the smooth running of activities in zonal offices. The incumbent will be based in the zonal office (i.e., one assistant for each of the four zones – central, eastern, southern, and western). S/he will report directly to the Zonal Coordinator and work closely with Finance and Operations Team based at the Main Office – Kigali.

Responsibilities:

• Manages zonal office activities including vehicle logistics, travel advance requests, hotel booking for staff in the field,
• Processes all financial requests and payments for the assigned activities;
• Processes financial documents including, expense reports, invoices, clearing advances, etc.
• Supports in drafting periodic reports with direction from zonal coordinator.
• Writes routine reports and correspondence, and assists with the development of program materials.

• Organizes meetings and events for the team;
• Responsible for filing all administrative documents for the zonal office.
• Serves as a focal point for the zone and other teams /departments, i.e. HR, Finance & Administration, other Programs, etc.
• Ensure that the office remains clean, safe, secure, and well-maintained including prompt repairs of equipment, furniture, and items in the premises.
• Responsible for office supplies & stationery and work closely with Operation Team based in Kigali re-order them.
• Maintain an up-to-date and accurate check in/out register of office equipment for out-of-office use or temporary assigning.
• Work closely with Operations Team based at the Main Office to Maintain up-to-date inventory records of office equipment, furniture & fittings, ensuring they are all tagged/labeled in accordance with IntraHealth’s policies & procedures; organize and support the annual physical verification of inventory by checking the accuracy of records and location of a property
• Report to any loses or damages to organizational property to help the Operations Team follow up on insurance refunds/reimbursements

• Participates in team meetings, adopts team spirit, takes responsibility for action items assigned, and provides feedback as needed.
• Multitask, be able to manage competing priorities and be able to prioritize in order to meet program and/or organizational objectives
• The position requires discreet handling of all business and maintenance of confidentiality at all times.

Required Qualifications

• Bachelor’s degree in Business Administration, Economics, Public Administration, or related fields is required. An advanced degree in project management will be an added advantage.
• Minimum 2 years of experience in managing or supporting a busy office environment is required.
• Experience working in a busy office in a reputable NGO /Development Agency is an added value.
• Good knowledge of USAID rules and regulations and donor requirements

• Proficient in the use of computers and Microsoft Office package.
• Excellent in both written and spoken English.

Knowledge: (functional or technical)

• Demonstrated ability to manage multiple program activities and set priorities.
• Ability to communicate and to confidently engage with senior management
• Trustworthy with a track record of impeccable integrity
• Understanding of the health programs and MoH core functions & systems

Abilities/Skills: 

• A broad variety of administrative, office management, and computer skills
• Results-oriented and decision-making skills
• Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision
• Excellent organizational skills including the ability to handle a variety of assignments sometimes under pressure of deadlines
• Be cooperative, hardworking, flexible & dependable
• Ability to communicate effectively, instilling trust and confidence
• Pleasant, warm, and outgoing personality
• Excellent interpersonal, communication, presentation and writing skills
• Be of high integrity and have a sense of confidentiality
• Experience in team working and multi-cultural staff.
• Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization.

COMPETENCIES:

Managing Performance: Ability to plan and design practices, processes, and procedures that allow for effective management of people, resources, and processes to optimize overall organizational performance. Managing for performance includes the ability to delegate and encourage growth and leadership across the team(s) as part of maximizing performance and productivity.

Strategic Thinking: Applies organizational knowledge to identify and maintain focus on key success factors for IntraHealth while recognizing, anticipating, and resolving organizational challenges. Ability to develop organization- and industry-specific expertise and apply sound decision-making processes to reach productive resolutions that translates strategy into actionable business plans.

Effective Communication (Oral & Written): Understands effective communication concepts, tools, and techniques; ability to effectively transmit, explain complex technical concepts in simple, clear language appropriate to the audience; and receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors

Risk Management: Knowledge of processes, tools, and techniques for assessing and controlling the organization’s exposure to risks of various kinds; ability to apply this knowledge appropriately to diverse situations.

Innovation: Develops new, better, or significantly different ideas, methods, solutions or initiatives within assigned role that result in improvement of IntraHealth’ s performance and meeting objectives, results, and global commitments.

Accountability: Holds self and others accountable for all work activities, research, and personal actions and decisions; follows through on commitments and focuses on those activities that have the greatest impact on meeting measurable high-quality results for IntraHealth’ s success. Exercises ethical practices, respectful words and behaviors, and equitable treatment of others in all activities.

Summary of Benefits

IntraHealth International, Inc. is a great place to work and prides itself on its comprehensive benefits package.  We offer competitive salaries and a dynamic inclusive work environment which supports health workers so they can improve the lives of people throughout the world.

IntraHealth International is proud to be an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law, and requires affirmative action to ensure equality of opportunity in all aspects of employment.  This is also to include inquiry about, disclosing, or discussing their compensation or the compensation of other applicants or employees.

  Please apply by April 2, 2021.

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