Program Administration Assistant

Harare Deadline: Feb. 28, 2023

Alert: Application Deadline Expired

Job Description

The Program Administration Assistant provides support to office operations performing a variety of administrative, financial, organizational and logistical support to the PMTCT programme. The Position is based at the Ministry of Health & Child Care, AIDS and TB Unit, Harare.

Duties and Responsibilities

Participate in the design, development, and implementation of program plans.
Provide administrative support to the PMTCT programme through working with staff and liaising with MOHCC finance, personnel and policy departments and partners.
Support preparation of reports and workplans for the PMTCT program
Assist in the organisation of meetings with different implementing partners of the PMTCT Program e.g., OPHID, NAC, EGPAF, WHO, and UNICEF.
Establish administrative systems and procedures, e.g., record keeping, transport organisation, logistics, personnel, stores and inventory control.
Organize procurement and distribution of PMTCT equipment, materials, and supplies and assist in the ordering of office equipment and supplies.
Advise and assist the provinces/districts in setting up effective administrative arrangements for carrying out their PMTCT programme activities.
Assist in carrying out the administration of national level programme and training activities, including the preparation, printing and distribution of guidelines and training materials.
Maintain inventories of all assets and equipment procured in collaboration with the Administration Officer.
Maintain proper filing and retrieval system ensuring safekeeping of confidential material and other documents belonging to the PMTCT programme.
Make travel arrangements for local, regional, and international visits for the Coordinator and Program officers.
Manage and support the PMTCT Coordinator in facilitating interactions with various external partners and scheduling/calendar with both internal and external parties.
Manage emails and correspondence flow for the Coordinator and other PMTCT program staff as requested ensuring prioritization and effective follow up of activities.