Terms of Reference Project Liaison Officer Hiv/Sti/Tb Unit Ministry of Health

JOB PURPOSE

To support and facilitate the management, coordination and implementation of the USAID grant managed by the HIV/STI/Tb Unit Ministry of Health.

 

KEY OUTPUTS

  1. Monthly Status Reports submitted 
  2. Annual & Semi-Annual Report prepared
  3. Reporting requirements relevant to the projects are met. 
  4. Quarterly Activity Schedule for Sub Recipients submitted
  5. Interim Site Visit Updates submitted
  6. USAID Meeting Updates provided

 

RESPONSIBILITIES (TECHNICAL/ADMINISTRATIVE/PROFESSIONAL)

  • Convenes meetings with the Ministry of Health and USAID to determine programmatic priorities and move forward documents needing urgent attention.
  • Coordinate the flow of documentation within MOH system to identify efficiencies and propose SOPs to MOH and USAID to improve efficiencies.
  • Identify documents needing approval and interface with responsible persons to ensure prompt response.
  • Track documents through approval process and work with stakeholders to find solutions to bottlenecks.
  • Develop system for tracking documents, including a physical and electronic logbook and follow-up on outstanding issues.
  • Conduct site visits on an interim basis and provide feedback to the MOH and USAID on issues needing follow up, especially those preventing sites from submitting documentation on-time.
  • Liaise with the Finance Officers within the HIV/STI/Tb Unit to ensure that financial reports are submitted and cleared on a timely basis.
  • Share information between USAID and MOH on the progress of critical documentation related to budgets, programmatic decisions, and policies.
  • Provide weekly updates to USAID and MOH on issues in progress; completed tasks and upcoming matters;
  • Submit to USAID and/or MOH requests for assistance in solving bottlenecks within respective agencies.
  • Attend coordination meetings as requested
  • Assist MOH and USAID in the drafting of correspondence and routing documents;
  • Review documents for completeness and make recommendations for corrections;
  • Assist USAID and MOH with the coordination of quarterly meetings and stakeholder consultations;
  • Support timely submission to USAID data and documentation that is required for the annual and semi-annual reporting and/or information that is required for the POART Calls.

OTHER RESPONSIBILITIES

Performs other related functions assigned from time to time by the Grants Manager, HIV/STI/Tb Unit, MOH.

 

PERFORMANCE STANDARDS

  1. Key outputs/deliverables are produced within agreed time frames to the required standards.
  2. Individual Workplan is prepared within the established format and time frame and supports the strategic objectives of the component.
  3. Monthly reports submitted as per the relevant timelines

 

REQUIRED COMPETENCIES

  • Understanding of the USAID system for reporting and monitoring;
  • Understanding of MOH system for reporting and monitoring;
  • Highly organized;
  • Ability to draft well-written correspondences;
  • Analytical thinker with strong written and verbal communication skills;
  • Ability to work under tight deadlines.
  • Proficiency in the use of relevant computer applications.

 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

  • Bachelor Degree in Business Administration or related field from a recognized university
  • 3 years practical working experience in Administration at least 2 of which should be at a supervisory level.
  • Experience in Project Management
  • Familiarity with the disbursement and procurement procedures for USAID and the Government of Jamaica.

 

REPORTING RELATIONSHIP

The Officer will report directly to the Grants Manager, HIV/STI/Tb Unit, MOH.

 

Interested persons should submit their application along with resume no later than

Monday, March 26, 2018 via email to jobapplications.moh@gmail.com

Applications must be addressed to:
Senior Director
Human Resource Management & Administration
Ministry of Health
10a Chelsea Avenue, Kingston 5

 

We thank all candidates for responding, however only shortlisted applicants will be contacted.