Administrative Assistant – Libya, Global Health

Location:
Tripoli
Libya

PROJECT HOPE NAMIBIA (PHN) OVERVIEW

Project Hope Namibia (PHN) is part of Project HOPE – the People-to-People Health Foundation, Inc., a global health non-profit organization dedicated to providing long-lasting solutions to health problems and improving the quality of life for the world’s most vulnerable people, especially women and children. Project Hope Namibia has a broad range of health projects focusing on HIV/AIDS, tuberculosis (TB), reproductive maternal new-born and child health, and non-communicable diseases. Our work has involved strengthening health systems through established functional health management information systems and strengthening the health work force to improve quality and delivery of care. Project Hope Namibia has also been supporting COVID-19 Vaccination Centers (CVCs) and mobile outreach teams, conduct training, and recruit vaccinators and support staff to manage and vaccinate population with safe and effective COVID-19 vaccines.

NASSL PROJECT BACKGROUND

Saving Lives and Livelihoods (SLL) is an Africa-wide partnership between Africa CDC, all African Union (AU) Member States, MasterCard Foundation, and different Africa-based implementing partners, including Project HOPE Namibia (PHN).  SLL aims to increase African Union (AU) Member States’ COVID-19 vaccination capacity by helping to establish new or bolster existing COVID-19 Vaccination Centers (CVCs) in African countries, thereby achieving 60% vaccination coverage among eligible populations. Project HOPE Namibia (PHN)’s North Africa Saving Lives and Livelihoods (NASLL) project component supports the provision of training, additional health workers and supplies to operate fixed CVCs and mobile outreach vaccination teams. PHN and its partners will work with MoHs and existing CVC managers to create surge staffing plans for each CVC and mobile outreach team, train health worker cadres of and in, the process, boost national EPI (Expanded Program of Immunization)’s capabilities to administer vaccines while ensuring adequate data collection, monitoring, tracking, information systems (including electronic health information systems) as well as the necessary tools for data collection, analysis and reporting are in place.  Under the supervision and guidance by the PHN’s NASLL Project management team, various configurations of country-level staff and local civil society partnerships are being engaged in the Northern African countries targeted by the NASLL project”.

JOB SUMMARY

Based in PHN’s PMU in Cairo, Egypt, the Administrative Assistant is responsible for performing and coordinating all administrative tasks related to the NASLL project, including providing administrative and secretarial support to the Project Director/PI and other PHN staff in Egypt and elsewhere. The Administrative Assistant will also be responsible for receiving calls or visitors and directing them to appropriate areas; maintaining an orderly safe and clean PHN PMU NASLL office environment and supervising the PMU office, office supplies, office equipment, security, hospitality services, cleaning, logistical and other related tasks.

SPECIFIC RESPONSIBILITIES:

Under the supervision of the Project Director/PI and in close collaboration with all PHN staff inside and outside Egypt, the Administrative Assistant will perform the following specific duties:

A)             Provide general administrative management support:

·       Coordinate and collaborate with PHN staff and units to ensure efficient and effective dispatch and receiving of all goods, supplies and services required for timely, high-quality performance of the NASLL project.

·       Coordinates with PHN staff and units to initiate, document, track and report on procurement, distribution and delivery of goods and services required for PHN’s NASLL program in North Africa.

·       Establish and maintain updated records of procurement, logistics, asset inventories, movements (including staff movements), vendor price/cost analyses, vendor performance, local procurement and logistics laws, etc.

·       Coordinate drafting, translation, transmission and/or advertisement of all correspondence within PHN and between PHN and all project partners.

·       Supervise PHN PMU office rental contract (landlord/building issues), utilities (including water, electricity, communications, internet), security, cleaning, hospitality, stationery supplies, equipment maintenance, etc, including identifying vendors, developing and enforcing performance schedules, inventories and proper operation of all items in PHN PMU’s office premises.

·       Ensure uninterrupted supply of office supplies, stationery, hospitality supplies and office maintenance.

B)             Provide support to PHN NASLL’s human resource, logistics and procurement functions: 

·       Support various PHN units and staff in their procurement needs and solicit quotations from vendors/suppliers in line with the procurement policy.

·       Coordinate with and support all PHN staff and partners in the PMU and in all other PHN project locations in Africa to ensure full compliance and adequate preparation with up-to-date entry visa, residence permits, work permits, security, travel, office space requirements, office equipment custody, office communications and prepare all required documentation for these purposes on behalf of PHN staff and their families and for all PHN NASLL project partners.

·       Assists PHN’s Finance, Admin and Logistic Officer (FALO), HR/Finance Officer, Senior Budget Analyst, Grant Compliance Manager and Communication Specialist in soliciting, advertising, receiving, analyzing, interviewing, contracting, implementing, controlling, accounting and reporting for the work these other PHN staff perform with their external vendors and partners.

·       Coordinate with PHN staff and units to create, maintain and secure PHN systems for online document sharing, electronic approval documentation for all human resource matters (e.g. staff contracts), vendor goods and services (e.g. procurement orders, travel approval, etc), including coordinating with donors to obtain required prior written approvals for key management, procurement, finance and travel actions.

·       Assist in design and delivery of PHN staff, partner and vendor induction, orientation and training to ensure full compliance with generally-acceptable management and good governance and grant compliance standards maintained by PHN and the donors.

·       Any other relevant tasks as requested by the Supervisor.