Terms of Reference – Project Liaison Officer HIV/Sti/Tb Unit

JOB PURPOSE

To support and facilitate the management, coordination and implementation of the grants managed by the HIV/STI/TB Unit, Ministry of Health & Wellness.

 

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. Grant Meeting Updates provided

 

RESPONSIBILITIES (TECHNICAL/ADMINISTRATIVE/PROFESSIONAL)

  • Convenes meetings with the Ministry of Health & Wellness (MOH&W) and Donors to determine programmatic priorities and move forward documents needing urgent attention.
  • Coordinate the flow of documentation within MOH&W system to identify efficiencies and propose SOPs to MOH&W and Donors 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&W 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 (HSTU) to ensure that financial reports are submitted and cleared on a timely basis.
  • Share information between Donors and MOH&W on the progress of critical documentation related to budgets, programmatic decisions, and policies.
  • Provide updates to Donors and MOH&W on issues in progress; completed tasks and upcoming matters;
  • Submit to Donors and/or MOH&W requests for assistance in solving bottlenecks within respective agencies.
  • Attend coordination meetings as requested
  • Assist MOH&W and Donors in the drafting of correspondence and routing documents;
  • Review documents for completeness and make recommendations for corrections;
  • Assist Donors and MOH&W with the coordination of quarterly meetings and stakeholder consultations;
  • Support timely submission to Donors data and documentation that is required for the annual and semi-annual reporting

 

OTHER RESPONSIBILITIES

Performs other related functions assigned from time to time by the HIV Project Manager, HSTU, MOH&W

 

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 Grant system for reporting and monitoring;
  • Understanding of MOH&W 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

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

 

REPORTING RELATIONSHIP

The Officer will report directly to the HIV Project Manager, HSTU, MOH&W.

 

………………………………………………………………………………………………………………………………………………………………………..

Interested persons may apply in writing accompanied by resumes. Applications must be submitted no later than January 10, 2020 to:
Director
Human Resource Management & Development
Ministry of Health & Wellness
10A Chelsea Avenue
Kingston 10
jobapplications.moh@gmail.com

Please note that responses will be sent to short- listed applicants only