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 will lead on some key operational activities managed by the Unit on behalf of the Programme.
KEY OUTPUTS
- Monthly Report 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
- Programme Files updated within the required timeframe
- Flow and distribution of information coordinated and disseminated
- Individual Workplan prepare and submitted as agreed
- Updated Budget status on a monthly basis
- Prepare Cash Flow on a monthly basis
KEY RESPONSIBILITY AREAS
- Assist in providing administrative support to the implementation and monitoring of the required Budgets
- Liaise with programme stakeholders and ensure timely and accurate information flow between the Components, field stakeholders and Administration
- Assist Implementing Stakeholders in resolving implementation bottlenecks and issues as it relates to the execution of their workplans administratively
- Ensure Files are updated and properly maintained
- Prepare initiation forms along with supporting documents and monitor initiated activities
- 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
- Maintain stakeholder database
- Develop Checklists to enhance efficiency of the job scope for approval and implementation
- Prepares an Individual Workplan prepared annually and submit quarterly reviews
- Prepares monthly reports for submission
OTHER RESPONSIBILITIES
Perform any other related duties, as assigned by the Director, Treatment Care & Support, HSTU or his/her designate.
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
REQUIRED COMPETENCIES
Strong communication, writing and organizational skills for effective reporting
- Ability to work independently, take initiative and manage a variety of activities concurrently
- A strong team player with excellent interpersonal skills and the ability to work in a high profile, fast-paced environment
REPORTING RELATIONSHIP
The Programme Administrator will report to the Director, Treatment Care & Support, HSTU or his/her designate.
MINIMUM REQUIRED EDUCATION & EXPERIENCE
- A first Degree in Business Administration, Management Studies, or Equivalent.
- At least three years’ work experience in similar capacity
- Ability to use software applications such as Word, Excel, PowerPoint
- Knowledge of Government Procurement procedures would be an asset
- Excellent interpersonal, communication and computer skills
- Ethical and have the ability to work effectively in a highly confidential environment
SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
- Exposure to confidential and sensitive information
- May be required to work beyond normal working hours in order to meet deadlines
Interested persons may apply in writing accompanied by resumes via email only. Applications must be submitted no later than September 11, 2023 addressed to:
Senior Director, Human Resource Management & Development
Ministry of Health & Wellness
10A Chelsea Avenue
Kingston 10
Please note that responses will be sent to short- listed applicants only