JOB RESPONSIBILITIES

1. Gather and compile information about each program, and communicate that information within the Health Sector.

2. Follow-up with CRS main office for different items that are critical to the performance of the programs. Liaise with all sections within CRS Administrative Office to guarantee satisfaction of the Programs needs.


3. Ensure availability of Finance, Administration, HR, IT manuals and procedures and compliance with mandates of each.

4. Manage petty cash to ensure proper use and recording and availability of cash as per records.

5. Participate in the preparation of budgets and quarterly pipelines for all Health Programs.

6. Ensure accurate and timely release of salary to temporary staff employed for any particular activity in the office.

7. Assist Finance team with proper monitoring of funds and assets which are transferred to NGO partners for programs implementation.

8. Responsible for generation of procurement requests in coordination with program team and central procurement department. Ensure complete integrity and transparency in the way vendor lists are maintained, enquiries sent and orders placed, so that the best value is obtained and requirements of the requisitioners are met in cost effective and timely fashion. Ensure timely and accurate payments to vendors as well as keep track of lease and other legal documents for their timely renewals. Ensure that procurement status reports are updated at all times and are shared with the programme and finance staff on weekly basis.

9. Establish good communication with dispatchers within the organization to facilitate availability of vehicles for program staff.

10. Oversee the proper upkeep and maintenance of office premises and working facilities like telephone system, photocopying machines, and furniture to provide the best possible physical environment for staff to discharge their duties.

11. Manage the logistics of important program visitors (from abroad and within Haiti) as required by operations.

12. Ensure all functional safety measure in office against fire, theft etc. are in place to ensure safety of premises, property and staff.

13. Ensure the availability and accessibility of updated HR Manual to all staff in the state/program office.

14. Communicate with HR department to et compile all necessary documents for the hiring of staff or other ongoing HR reporting needs such as timesheet collection for the team, etc.

• Diploma Secretary and /or Administrative Assistant
• Adequate experience (2 years) covering most of the areas mentioned above
• Familiarity with NGOs procedures and practices preferred
• Ability to work in a highly computerized environment
• Ability to take a lot pressure associated with managing multiple responsibilities, tight time lines, and partners of various backgrounds and expectations, sensitivities
• High level integrity
• Good verbal and written communication in French and English

Interested candidates should send their curriculum vitae with a cover letter, and copy of certificates with the mention of H-PA-0111

2011-01-31