Program Assistant – SSQH Central South

Program Overview
Partners In Health/Zanmi Lasante is seeking a Program Assistant for the USAID/Haiti Health Systems Strengthening and Service Delivery project, Services de Santé de Qualité pour Haïti (SSQH). The overall purpose of the three-year (with option of a two-year extension) SSQH project is to improve the health status of the Haitian population, specifically in the areas of HIV and AIDS, family planning and reproductive health, and maternal and child mortality and nutrition. This will be achieved by: (1) increasing utilization of the Ministère de la Santé Publique et de la Population's (MSPP) integrated package of services at the primary care and community levels; (2) improving the functionality of the USG-supported health referral networks; (3) facilitating sustainable delivery of quality health services through the institutionalization of key management practices at both the facility and community levels; and (4) strengthening departmental health authorities' capacity to manage and monitor service delivery.

Overall Responsibilities
The Program Assistant serves as the primary operations and communications personnel for PIH/ZL on the SSQH program dispatching and facilitating activity directives as set by the Project Lead. He or She assists with the implementation of project activities by providing administrative, logistical (including related financial tracking) and program support to project staff and short-term consultants. S/he provides all logistical assistance including management of some administrative issues and meeting/event logistics as needed. S/he ensures that designated tasks are carried out to satisfactory accomplishment and information, including progress reports, is disseminated as expected.
The Program Assistant will support the PIH/ZL administrative and of the SSQH Central South project. The Program Assistant ensures effective standard operating procedures and good business practices are in place. Administrative responsibilities will include bookkeeping, logistics, office maintenance and security, scheduling, communication and records, property inventory and control and information management.

Specific Responsibilities

1. Administrative and finance support on specific field-based activities, primarily the collection of narrative progress reporting and the financial reporting of project logistical activities
2. Assist in the compilation, review, and preparation of narrative progress reports as set forth in the contract
3. Work with Program Coordinator to set up a filing system for financial, administrative and logistics management.
4. Assist with logistics for all work plan activities, including participant travel and lodging, materials preparation, and logistical arrangements including the related financial reporting (M&IE, Hotel, and Travel)
5. Oversee and closely monitor fleet management system assuring PIH/ZL staff are equipped with necessary transportation resources to complete tasks.
6. Coordinate correspondence with participants and organizers before and after completion of training workshops.
7. Serve as the point of contact for scheduling PIH/ZL and key staff and general program communication with Pathfinder.
8. Ensure that all arrangements are in compliance with USG regulations and procedures.
9. Assist in the management of program support staff as/when directed by Project Lead.
10. Oversee the smooth functioning of the project office, ensuring resources are available for staff to work efficiently and effectively
11. Conduct and/or support any special projects, meetings, reports and other duties as assigned.

1. Minimum Three-year university diploma in Finance, Accounting, Economics or Management from a recognized institution.
2. Minimum of three (3) years experience as an administrative or executive assistant or equivalent required.
3. Intermediate to advanced computer skills in MS Office Suite applications, including Excel, Word, and PowerPoint and other software programs strongly preferred;
4. Familiarity with accounting and business information systems software highly desirable.
5. Experience with scheduling, administrative task completion, and organization highly desirable.
6. Experience working with financial and accounting information in a time-sensitive, confidential, and dynamic environment. Comfort with moderately complex financial situations preferable.
7. Be a tactful and effective communicator, both orally and in writing.
8. Ability to understand and interpret policies and procedures, as well as the ability to apply them with consistency in a variety of circumstances.
9. Ability to organize and effectively process and maintain records and files.
10. Ability to function independently and carry out routine responsibilities with minimal supervision.
11. Discreet in the judgment and management of confidential matters, materials and sensitive issues.
12. Demonstrated competence to assess priorities and manage a variety of activities in a complex environment is preferable.