FHI 360, a non-governmental organization represented in Haiti by its main office in Port-au-Prince and three satellite offices in Jeremie, Cayes, and Miragoane, is seeking to recruit a program assistant to support the program team in charge of implementing the three components of its COVID-19 program across the country. The program assistant position will be based at the main office in Port-au-Prince and will report to the FHI360 program manager.

The Program Assistant will perform and provide administrative, programmatic, and logistical support duties, prepare documents and reports, use office technology, compile records, and organize and maintain files. He/She will be responsible for collecting and verifying data and summarizing and reconciling information. Coordinates and maintains records management. Serves as a primary resource for assistance in the department. In compliance with the Group's policies on ethics, and procedures related to the position, The Program Assistant: - Organize logistics of field trip mission for the program team by booking air and ground transportation, and lodging. - Coordinates technical visits, travel authorizations, and expense reports to ensure that all disbursement such as hotel payment check, per diem, flight booking check, etc. is carried out on time.
- Assist program team in packing and sending program supplies and commodities to FHI360 satellite offices and field partner organizations. - Write, send, and keep track of formal communications and exchanges between the program, HQ, donors, and partner organizations. - Prepare purchase requests (PR) in coordination with program managers for procurement of goods and services necessary for program day-to-day operations and activities.
- Coordinate with the program teams at central and departmental levels to confirm the participation of training attendees and ensure their transportation and lodging.
- Provide support in the management of the fleet.
- Ensure that all supporting documents related to training activities are collected and submitted on time to the finance departments to help process final payments.
- Train the field satellite office on strict observance of finance and administrative procedures about training activities and payment of trainers/caterers/ etc.
- Document and summarize feedback received from trainees on the quality of training and the management of all logistical issues related to the training.
- Keep a tracker of oxygen-related commodities available at the FHI360 central office warehouse, EpiC Project sub-partners, and oxygen generation sites.
- Ensure that technical partners and program consultants submit on time monthly activity reports, invoices, and other contractual deliverables. Collect those documents regularly and keep them organized neatly.
- Participate in meetings, taking notes, and preparing minutes that will be distributed to relevant entities to ensure follow-up of important issues.
- Collect program documents and tools that are deemed relevant by FHI 360 internal procedures and policies and archiving them both electronically and through paper-based support.

Problem Solving & Impact:
- Works on problems that are routine and are standard procedures and policies.
- Works independently and within a team on special non-recurring and ongoing projects/programs.
- Exercises judgment within defined practices and policies to perform duties.
- Decisions made generally affect own job or specific functional area.

- Diploma or license in secretarial school, communication/social work, or community health from a recognized and renowned school.
- Being able to speak Creole and French fluently and have a high professional level in English.
- Having Skills and competencies in logistics, and computer/information technology.
- Being dynamic, proactive, open-minded, results-oriented, and able to work in a culturally diverse environment.
- Having at least 2 years of experience doing program assistance or administrative assistance work.
- Being able to travel on the field for supervision and coordination of programmatic interventions.

Typical office environment.
Ability to sit and stand for extended periods.
Ability to lift 5-50 lbs.

- Resume
- Cover Letter

2023-12-01