Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)

VACANCY ANNOUNCEMENT

Title:                                  Program Admin Consultant

Number of Positions:       02

Location:                         Douala - Littoral

Reports to:                      Operations Director / SDM

Applications Due:          February 14, 2024

Elizabeth Glaser Paediatric Aids Foundation is a global leader in the fight against HIV and AIDS in children. It operates in 19 countries and more than 5,500 sites worldwide to prevent vertical transmission of HIV to children and to help those already infected. Today, thanks to the successful work of the Foundation and its partners, paediatric AIDS has been virtually eliminated in the United States. With a global workforce of more than 1,000 people - nine out of 10 of whom work in the field - the Foundation's global mission is to implement HIV prevention, care, and treatment programs; advance innovative research; and conduct strategic and focused global advocacy to bring dramatic change to the lives of millions of women, children and families around the world. For more information, visit our website:  www.pedaids.org.

The Elizabeth Glaser Paediatric AIDS Foundation is seeking a 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 Resources, Procurement, Finance and Logistics Units.

Main Responsibilities

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
• When 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 arrangement
•  Submit and reconcile expense reports
•  Maintain computer and manual filing systems
•  Implement clerical duties and administrative processes

Required Qualifications

• Training:  At least a High National Diploma in Administration/Office Management, Secretarial Studies or other related fields
• Experience:  At least 02 years of experience in a similar position. Experience in local and/or international NGOs is an asset.
• Language:  Fluency in French is a core requirement of the job, and working knowledge of English is an advantage

Required Skills

• 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 Microsoft Office

How to apply

Qualified candidates should submit a CV and cover letter to cameroonprocurement@pedaids.org with the Object PROGRAM ADMIN CONSULTANT

Please note that only shortlisted applicants meeting the above requirements will be contacted.

FIRM DATELINE FOR SUBMISSION FEBRUARY 14^th 2024 AT 5 PM