JOB PURPOSE
The Programme Administrator will provide administrative support to the HIV/STI/TB Unit in attaining the objectives of the Programme. The officer will be the budget gate-keeper and lead on some key operational activities managed by the Unit.
KEY OUTPUTS
- Monthly/Interim Reports prepared and submitted by the deadline given
- Minutes/Action Sheets produced within the required timeframe
- Correspondences prepared within the required timeframe
- Procurement process for activities completed as agreed
- Files/Databases updated within the required timeframe
- Flow and distribution of information coordinated and disseminated
- Individual Workplan & Workplan Reviews prepared and submitted as agreed
PERFORMANCE STANDARDS
- Key deliverables are produced within agreed time frames to the required standards
- Confidentiality of information obtained on the job is preserved
- Procurement of goods, services or works are done in accordance with current guidelines established by the GoJ and the relevant funding agencies
TECHNICAL/PROFESSIONAL RESPONSIBILITIES
- Assist in providing administrative support to the implementation and monitoring of the Grant and GOJ Budgets.
- Inter-Face between Programme Officers, Implementing Stakeholders and Administration Officers.
- Liaise with programme stakeholders and ensure timely and accurate information flow between the Components, field stakeholders and Administration.
- Coordinate the leave application process for employees
- Ensure all Files are updated and properly maintained
- Prepare procurement documents and track initiated activities through payment and delivery of goods or performance of service
- Conduct site visits on a quarterly basis to ensure Audit of Grant files are completed and reports are submitted within the relevant timeline
- Prepare draft contracts and modification of contracts as required
- Prepare correspondences for employees as well as to stakeholders, suppliers etc
- Conduct periodic visits to the relevant suppliers as required
- Ensure that new recruits assumption of duties letter along with other start up documents are submitted and copies verified against the originals
- Conduct research and update all relevant databases
- Assist in the recruitment process for staff or consultant, assist in setting up and administering interviews and conducting reference checks as required.
- Submit payroll requests and other relevant documents to the Finance Component of HSTU and Main Accounts – Payroll Department of the MOHW
- Coordinates the Group Life Insurance Scheme for staff by providing relevant notices to service provider on any matters related to account including provision of updated staff listing ad making monthly payments.
- Coordinates the execution of CUG Plan adjustments and payments for the HIV Programme
- Organize and Coordinate meetings as required for the relevant components
- Conduct site visits with respect to workshops and or conferences to ensure venue selected is suitable for the type of training being executed
- Attend meetings both internal and external to the organization; prepare minutes and follow-up on decisions to ensure timely implementation of activities.
- Assist in the monitoring of individual workplans and performance evaluation reports ensuring their completion and submission at anniversary or end date of contracts to further ensure that contracts are renewed /modified in a timely manner.
- Assist in coordination all major events
- Perform any other related duties that may be assigned.
REPORTING RELATIONSHIP
The Officer will report directly to the Senior Medical Officer, HIV/STI/TB Unit or his/her designate.
MINIMUM QUALIFICATIONS & EXPRIENCE
- A first Degree in Business Administration, Management Studies, Human Resources or Equivalent.
- At least three (3) years’ work experience in human resource management or administration.
- Training in project management would be an asset.
- Ability to use software applications such as Word, Excel, PowerPoint.
- Knowledge of Government Procurement procedures would be an asset.
- Excellent interpersonal skills
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Interested persons should submit their application along with resume no later than
April 14, 2023 via email to jobs@moh.gov.jm
Applications must be addressed to:
Director
Human Resource Management & Development
Ministry of Health & Wellness
10a Chelsea Avenue, Kingston 5
We thank all candidates for responding, however only shortlisted applicants will be contacted.