The Project Specialist provides administrative and logistical support to the COP’s office to facilitate the COP’s ability to effectively lead the project. S/he is also responsible for organization, coordination and follow up of the project management team meetings and supporting home office staff and external consultant travel arrangement. Additionally, s/he is knowledgeable about the Technical Program Result Areas and work plan implementation to ensure that she provides appropriate support.
1. Administrative Support (60%)
- Develop and maintain project pending lists and meeting agendas, and management of the COP’s and the project activity event calendar.
- Schedule and document project management team meetings and COP touch base meetings with direct reports, donor, MOH and other stakeholders; contacting meeting participants, apprising them of meeting times and locations and securing the meeting rooms, refreshments, and any other support relevant for the meetings
- Follow up actions arising from project management team meetings and updating the status of completed tasks in the relevant project logs
- Assist the COP to coordinate with the relevant stakeholders ensuring an accurate and secure audit trail of documents and key decisions
- Support the COP in preparation of reports, training materials, presentations, and documentation, as necessary. Support and maintain an archive of all key activity documents such as final donor reports, correspondence emails with stakeholders/donors, presentations made, project review documents etc.
- Procures and manages the COP office supplies including stationery, refreshments, meeting venues
2. Project Implementation Support (20%)
- Assist the program management team to define and articulate administrative assistance needs for successful implementation of the activity and support the identification of technical resources
- Support the program management teams to draft key administrative documents such as letters of engagement, pre-approval memos and other regulatory requirements.
3.Travel Arrangements (15%)
- Coordinate the COP travel arrangements related to SSCS project activities and ensure that all travel arrangements are following USAID and donor regulations and MSH procedures. ie, trip reports, and other travel related information
- Coordinate both activity and home office staff including external consultant travels (in country and abroad) and logistics and ensure compliance with MSH guidelines and policies. Initiate and maintain communications with home office staff providing short-term technical assistance and external consultants before, during and after the assignment.
REQUIRED MINIMUM EDUCATION
Bachelor’s degree in Communications, Business Administration or equivalent qualification
REQUIRED MINIMUM EXPERIENCE
4-6 years of related work experience.
KNOWLEDGE AND SKILLS
- Strong administrative and organizational skills.
- Demonstrated ability to work as an effective team member in a complex and fast-paced environment.
- Demonstrated ability in computer skills for word processing, databases, spreadsheets, and presentations (Microsoft Office applications preferred); and a willingness to learn new software packages.
- Ability to work with limited supervision.
- Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
- Excellent written and verbal language skills in English
Administrative skills, excellent written and verbal communication•
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.
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