Consultant Program Administrative Assistant Job Description

Job Title: Consultant Program Administrative Assistant
Job openings: 01
Location: Littoral  
Reports to: HUMAN RESOURCES MANAGER
Type of contract: Consultant (04 months possibly renewable)
Start date: 11/09/2023
Applications Due: 25/08/2023

Sometimes in life there is that moment when it's possible to make a change for the better.
This is one of those moments."
-Elizabeth Glaser



The Elizabeth Glaser Pediatric AIDS Foundation is a global leader in the fight against pediatric HIV and AIDS, working in 19 countries and at over 5,500 sites around the world to prevent the transmission of HIV to children, and to help those already infected. Today, because of the highly successful work of the Foundation and its partners, pediatric AIDS has been virtually eliminated in the United States. With a growing global staff of over 1,000—nine of 10 who work in the field—the Foundation's global mission is to implement HIV prevention, care, and treatment programs; further advance innovative research; and to execute strategic and targeted global advocacy activities to bring dramatic change to the lives of millions of women, children, and families worldwide. For more information, please, visit our page: www.pedaids.org (http://www.pedaids.org/).
With funding from CDC/PEPFAR Cameroon for the Atteindre95project, EGPAF is supporting the Ministry of Public Health and the Government of Cameroon to scale-up HIV Testing Services (HTS) to ensure that 95% of people living with HIV know their status that 95% of them are initiated on ART, and that 95% of those on ART are virally suppressed. Other donors such as Unitaid to implement innovative approaches for Early Infant Diagnosis of HIV and catalyzing Pediatric Tuberculosis services also support EGPAF.

Purpose of the Job

The Elizabeth Glaser Pediatric AIDS Foundation is seeking a Consultant Program Admin Assistant to provide administrative assistance to EGPAF Cameroon's district technical teams in the areas of procurement coordination, administrative/financial coordination, logistics, field stock coordination as well as liaison between technical and operational teams for the coordination of daily operations, facilitating the planning and timely execution of mutual tasks.
The Program Admin Assistant shall demonstrate versatility by working in close collaboration with Human Resource, Procurement, Finance and Logistics Units.


Job Summary

•    Manage procurement and ensure effective and timely procurement services following agreed procurement timelines (Distribution of PO’s, collection of quotes, etc.), carry out archiving of documents related to procurement (quotes/pro-forma, Purchase orders, Invoices, Delivery/Goods Received Notes, contracts)
•    Communicating with carriers and suppliers to ensure that all shipments are delivered on time, ensuring the fulfilment of the whole procurement process as per EGPAF Logistics Handbook, SOP’s, and per donor requirements where required
•    Ensure adequate issued documents are dully signed and available before issuing any program supplies, and ensure appropriate purchases supporting documents are filed accordingly (Per project and period, also ensure that the Procurement Request Form  are accurate with all information
•    Assist in a timely manner with the relevant programs, departments, units, and services regarding delivery of supplies, keeping all parties informed of any changes, ensure that the Procurement Tracker form is fully complete on a daily basis and is available for distribution to manager on a regular weekly and monthly basis.
•    Prepare all vendors and facilitators’ invoices for finance Department for timely payments of procured Goods and Services, maintaining an accurate and up-to-date supplier information database for regularly purchased items, and information about local market conditions. Systematic filling of transactions supporting documents (Goods Received nots, Waybill, etc.


Procurement Support & Coordination

•    Collects approved procurement request forms (PRF) from site leads in the designated supported district on a weekly basis
•        Consolidates each of the site PRFs into a master PRF and submits to the project director for approval, follows up on approval and submits to the procurement department
•    Maintains a log of all master PRFs submitted per district, and provides weekly updates to the site leads, TAs, and Cameroon ELT on the status of the procurements
•    Provides the distribution list to the inventory officer and verifies that supplies/commodities have been distributed and received in the sites as per the PRF specifications

Finance Support & Coordination

•    Assist in preparing cash advance requests from the supported district staff and site level
•    Prepare budgets for workshops, seminars and trainings in accordance with the project work plan and budget.
•    Ensures cash advance requests are processed on a timely basis
•    Works with finance team and district teams to provide the supporting documents for mobile money payments
•    Where approved, can make payments via cash directly to participants e.g. for adolescent support groups in coordination with the site leads and finance team.
•    Liaises with finance team to provide outstanding advances reports to the district leads and escalates any advances outstanding more than 30 days to the project director and country director
•    Supports and liaises with finance team to ensure that all timesheets for supported district teams are submitted on a timely basis




Admin Support & Coordination

•    Coordinates the logistics for workshops, seminars and trainings for supported districts
•    Documenting meeting minutes from time to time
•    Book travel arrangements
•    Submit and reconcile expense reports
•    Maintain computer and manual filing systems
•    Implement clerical duties and administrative processes

Qualifications

Education & Experience

•    Diploma in Administration, Office Management, Management, Accounting and other related areas.
•    Knowledge of NGOs is an asset

Knowledge, Skills & Abilities

•    Good communication skills;
•    Good organizational & planning skills;
•    Ability to work with minimal supervision;
•    Flexibility & strong sense of confidentiality;
•    Be creative and have a sense of service.
•    Good command of the Pack Office
•    Good command of French and/or English

Evaluation Criteria:
Criteria     Description    Weight
Technical qualification     The technical qualification will assessed during an interview with a selection committee: Note that Only shortlisted candidate will be contacted for theoretical and practical skills assessment, the interview.       60%
Price    Indicate at the top of your Cover Letter your monthly Consultancy fees for the tasks.    25%
Past Performance    Provide at least 3 professional references and field experience will be assessed.    15%
•    

How to Apply
 
•    Qualified applicants must submit a resume and cover letter via the following link with subject title “Consultant Program Administrative Assistant” cameroonprocurement@pedaids.org
•    Deadline for submission AUGUST 25th, 2023

Please note that only pre-selected candidates who meet the above requirements will be contacted.  

NB: the application and recruitment process at EGPAF is entirely free of charge. Applicants should submit their documents exclusively via the link above with no associated fees.  
 
This position is subject to donor funding.
 
•    The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, EGPAF complies with applicable state and local laws governing nondiscrimination in employment in every location in which the Foundation has facilities