Programme Officer/Executive Secretary

Programme Officer/Executive Secretary

 

JOB SUMMARY

The Secretariat of the Jamaica Country Coordinating Mechanism (JCCM) is headed by a Programme Officer/Executive Secretary and, shall, under the guidance of the Chair of the JCCM and the JCCM Executive undertake the implementation of Board & Executive management decisions.

The Programme Officer/Executive Secretary shall manage the operations of the JCCM through the efficient administration of the Organization’s delivery of value added services and adherence to standard operating procedures in keeping with the Global Fund and local Governance Operations Manual as well as the Mission, Goals and Objectives of the Jamaica Country Coordinating Mechanism (JCCM)

 

QUALIFICATIONS & EXPERIENCE

  • At least a BSc in Business Administration, Project Management, Accounting & Management or related discipline
  • At least five (5) years’ experience at a Senior Administrative level to include the Report writing and the recording and reproducing of meeting discussions;
  • Excellent organizational skills, and the ability to prioritize work assignments to meet
  • The ability to establish rapport and maintain effective working relationships with internal and external stakeholders
  • High attention to detail and accuracy;
  • Ability to work on own initiative and under pressure;
  • Excellent interpersonal, customer relations and communication skills with emphasis on oral and written communication;
  • A track record which will attest to excellent performance levels, high regard for neatness, order and team collaboration

 

SPECIFIC KNOWLEDGE REQUIRED

  • Comprehensive knowledge of the Global Fund/CCM Policies, procedures and practices;
  • Knowledge of HIV/AIDS and Occupational Health and Safety policies and practices
  • Working knowledge of Office procedures, practices and techniques;
  • Knowledge of Office and business protocol, etiquette, diplomacy and an appreciation of cultural and behavioural diversity
  • Knowledge of items required for the Secretariat’s First Aid Kit
  • Highly developed computer skills
  • Proficiency in Microsoft suite applications with particular reference to spreadsheet applications;
  • Knowledge of the Global Fund Partner Portal Platform operations and the use of the Mass Database;

 

REQUIRED SKILLS AND SPECIALISED

  • Oral and written communication and analytical
  • Computer literacy   (Microsoft   Word,   and    Excel);   Working   knowledge    of Accounting software Packages, applications and systems;
  • Planning, Organizing, Budgeting, Basic Accounting and Time Management
  • Excellent Interpersonal and human relations skills and the ability to work with all levels of staff;
  • Ability to work well under pressure and meet tight deadlines

 

REPORTING RELATIONSHIPS

REPORTS TO: CHAIR – JCCM Executive NATURE OF SUPERVISION RECEIVED:  Direct

 

FUNCTIONAL RELATIONSHIPS:

Indicate positions/departments over/from which the position:

  • Exercises functional authority: JCCM Secretariat
  • Receives functional direction:
    • Chair – JCCM
    • OMC Chair
    • Global Fund Secretariat

 

DUTIES & RESPONSIBILITIES

  1. The Programme Officer will assist in the smooth operation and management of the Secretariat of The JCCM for the Global Fund for AIDS, Tuberculosis and Malaria by performing the following functions:
  2. Provide support to the JCCM by calling and organizing regular meetings, assisting in capacity-building for the CCM, including organization of induction training and workshops, and liaison with the various CCM constituencies and their representatives, including GFATM, Local Fund Agent, the Principal Recipient (MOHW) and the SSRs.
  3. Management of CCM processes- updating list of members, facilitating for the election of civil society representatives, preparing the agenda of meetings, preparing minutes and circulating them to the CCM within defined time
  4. Monitor JCCM membership attendance at meetings, advice members of their absence and bring to the JCCM members who have exhausted the number of times they are absent consecutively. Inform constituents for timely
  5. Document all meetings and all matters relating to grant implementation in Jamaica.
  6. Assist the JCCM in the production of its annual work plan and calendar of Organise JCCM, OMC visits to PR, SR, SSR and Implementing partner activities.
  7. Assist JCCM and PR in the development of Quarterly highlights and the Annual Report (Highlights)
  8. Facilitate the work of Oversight Committee and other committees/sub committees of
  9. Support the preparation, development and submission of the national proposal to the GFATM for allocation cycles announced by the GFATM as follows:
    • Coordinate and liaise with all stakeholders- CCM members, development partners, government programmes, non-government partners and community representatives by calling broad consultations and documenting feedback received from them guiding the proposal development
    • Maintain complete documentation of the proposal development
    • Provide technical support to various sub committees- for the review of proposals submitted by Principal Recipient (PR) and recommendations to the JCCM on eligible proposals or nomination of the Principal Recipient (PR) and disease expert committees to review final funding proposal
    • Participation in meetings with proposed Principal Recipient (PR)
  10. Keep track of the disbursement of fund installments to the PR from the GFATM and to the sub-recipients from the PR; analyse the reports, seek clarifications/feedback and disseminate information to CCM members
  11. Support JCCM by providing the needed technical facilitation and effective coordination and liaison with the various constituencies and its representatives at the CCM that may be nominated by JCCM in subsequent Grant allocation periods and the GFATM
  12. Responsible for updating of the CCM website with routine JCCM activity updates, data from latest progress reports of PR and SRs, and coordinating responses to the queries regarding GFATM programs in Jamaica
  13. Issue public announcements of calls for proposals in relation to application for Global Fund
  14. Receive and document complaints on any aspect of the operations of the JCCM, including complaints in relation to conflict of interest, and refer these complaints for the early attention of the OMC
  15. Conduct annual review of the membership of the JCCM, and maintain and update distribution

 

SPECIAL CONDITIONS ASSOCIATED WITH JOB

  • May be required to work beyond normal office hours, and irregular hours, when necessary to meet critical time deadlines;
  • Normal Office environment;
  • Periodic exposure to hazards such as heat, dust and cold
  • Physical effort in getting tasks done
  • Possible mental exertion such as handling frequent and continuous telephone calls from members, callers and prospective members, while doing paper work;
  • Mental exertion, while coordinating activities and maintaining deadlines

 

AUTHORITY TO

  • Request, examine, review and evaluate relevant documents and records in order to complete an assignment, make appointments, arrive at the basis for a decision or conclude a process;
  • Verify/Certify vouchers, statements and procurement documents against the budget;

 

KEY OUTPUTS

  • Correspondence, Records, Minutes/Reports, Budgets, Procurement Requisitions, Inventory, Invoices and Global Fund required Reports;
  • Reports and action points are submitted for vetting within three weeks following the relevant meeting and dispatched two weeks before the respective meeting;
  • The systems to manage the flow of documents through the Secretariat are efficient and provides timely responses and actions;
  • Meeting notes, reports, letters, memos and other correspondences are accurate and timely; and the JCCM Chair and Vice-Chairs are kept apprised of action points and followed – up with assigned members of the
  • Stewardship over the Secretariat’s Budget, assets and inventory items is responsibly and efficiently

 

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

July 20, 2020 via email to jobapplications.moh@gmail.com

Applications must be addressed to:

Senior Director
Human Resource Management & Administration
Ministry of Health & Wellness
10a Chelsea Avenue, Kingston 5

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