JOB PURPOSE
The Programme Administrator will support the effective implementation of programme activities and contribute to the achievement of the programmes goals and objectives. The Officer contributes to 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 updated within the required timeframe
- Flow and distribution of information coordinated and disseminated
- Individual Workplan & Workplan Reviews prepared and submitted as agreed
KEY RESPONSIBILITY AREAS
- Assist in providing administrative support to the implementation HSTU activities
- Liaise with programme stakeholders and ensure timely and accurate information flow between the Components and stakeholders
- Ensure Files are updated and properly maintained
- Liaise with selected suppliers and project stakeholders to ensure timely delivery of goods and services to end-users and payments to suppliers, in accordance with the terms of the contracts
- Prepare correspondences to stakeholders both internal and external
- Prepares and or reviews the relevant procurement documents to ensure conformity with GOJ and the relevant funding agencies procurement guidelines.
- Organize and Coordinate meetings as required
- Attend meetings; prepare minutes/action sheet and follow-up on decisions to ensure timely implementation
- Prepares an Individual Workplan annually and submit quarterly reviews
- Prepares monthly reports for submission
- Submits requests for procurement services to the Procurement Unit to include all relevant information to complete the procurement process e.g. proposed suppliers, proposed technical experts to review proposals, confirmation of availability of funding for the activity
- Compiles/Distributes HSTU-related documents for review by technical experts
- Follows-up with Procurement Unit for reports on HSTU matters tabled at the various committee meetings
- Follow-up on GOJ commitments with FAD
- Follow-up on notification of awards, POs (GOJ, Grant) and zero-rating certificate with the Procurement Unit
- Prepares HSTU POs from GOJ/Grant POs
- Prepares a weekly HSTU order status report
- Distributes HSTU-related RFPs
- Drafts/Compiles HSTU-related procurement documents
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
| Functional/Technical Competencies |
| Good knowledge of the GoJ Procurement Guidelines, Staff Orders and other GoJ regulations |
| Sound knowledge of donor funded project operating environment |
| Well developed technical skills in computer applications, including Microsoft Word, Excel and PowerPoint. Microsoft Access is considered an asset |
| Core Competencies |
| Sound Analytical skills and judgement |
| Good interpersonal skills with a proven ability to communicate effectively (both written and verbal) with all levels within the organization |
| Unquestioned personal integrity with strong ethics and values |
| Capable of working independently and with minimum supervision |
| Logical approach to identifying and evaluating issues |
| Planning and organizational skills with the ability to prioritize multiple assignments |
| Display awareness of the need for confidentiality in sensitive matters |
| Demonstrate job commitment and personal flexibility to meet changing expectations. |
| Excellent skills in teamwork and cooperation |
| Excellent interpersonal skills |
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
- A First Degree in Business Administration, Management Studies or a related discipline from a recognized University.
- At least three (3) years relevant work experience in Administration.
SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
- Expected to demonstrate a high level of integrity and professionalism
- Exposure to confidential and sensitive information
- May be required to work beyond normal working hours in order to meet deadlines
AUTHORITY
N/A
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Interested persons should submit their application along with resume no later than
February 9, 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.