Project Assistant – JSI
Accounting and Finance, Admin, Secretarial and Clerical, Business and Administration
JSI
JSI is a public health organization dedicated to improving the health of people and communities in more than 70 countries.
Almost 40 years of global experience supports and informs JSI’s work in Ethiopia. Since 1994, JSI has worked in partnership with the government and local civil society organizations to support the Ethiopian government’s health and development priorities.
JSI is working in all regions across Ethiopia, in urban as well as rural areas—though most projects reach the largest population groups by focusing on the four most populous regions.
Operationally, JSI has the integrity of strong management systems, combined with the flexibility of a decentralized structure that meets clients’ and partners’ needs.
Organization Background
JSI is a US-based public health nonprofit organization dedicated to providing high-quality technical and managerial assistance programs throughout the world. In Ethiopia, JSI has been working to improve health outcomes for more than 25 years, implementing more than 60 projects and working in every region. JSI has historically managed a large portfolio of projects focusing on the quality, and equity in access of, RMNCAH services, primary health care (PHC) including community health program, digital health, health information systems (HIS), supply chain management, public health emergency responses, and social and behavior change.
Activity Overview
JSI seeks an experienced Health System Strengthening Advisor for United States Agency for International Development (USAID) funded Lowland Health Activity. The purpose of the Activity is to improve health and nutrition outcomes in the pastoral geographies of Ethiopia, through increased access and utilization of quality reproductive, maternal, newborn, child, and adolescent & youth health and nutrition (RMNCAH-N) services.
Position Summary
The Project Assistant is responsible for assisting the Finance and Admin Officer in managing the Project within the Regional Office. The Project Assistant provides administrative assistance to regional staff and maintains the office suitable for use to ensure smooth functioning of the daily operations.
Duties and Responsibilities:
- Assist in the preparation of project work plans.
- Assist in the preparation of project publications; follow up printing and distribution of project publications.
- Assist in the documentation of project publications (both electronic and printed) and ensure that copies of these documents are sent to the central office.
- Assist with organizing trainings/workshops ensuring venues are appropriate and booked, and ensuring lodging for participants and facilitators.
- Maintain and update the database of trainings/workshops, and participants sponsored by the Project, and report as required
- Ensure the proper maintenance and operational efficiency of office machines.
- Maintain a comprehensive fixed assets register for the Regional Office, including essential details and identification numbers.
- Address requests from staff to maintain and service office equipment and furniture promptly.
- Establish and consistently update detailed mappings of available storage facilities, maintaining current stock records for the regional office. This involves using bin cards, stock cards, spreadsheets, and clearly labeling goods.
- Safeguard the integrity and confidentiality of all entrusted records and information at all times.
- Manage a sufficient stock of frequently used supplies by establishing reorder levels aligned with monthly usage patterns.
- Develop and implement procedures for depositing and withdrawing goods from stores, and conducting regular inventory checks.
- Prepare and submit Monthly and Quarterly Stock Reports to the line manager as required.
- Conduct periodic physical inventories of stocks and submit reports, providing explanations for any discrepancies.
- Collaborate with the Finance and Administration Officer to update office inventories.
- Assist the regional staff in completing time sheets and submitting them to the Finance and administration officer for payroll processing
- Maintain petty cash fund and coordinate with the Regional Finance and Administration Officer for timely replenishment
- Ensure office utilities are paid on time
- Ensures the operation of project drivers is in order and based on the organization’s operation manual.
- Perform other duties as may be requested from time to time
- A minimum of BA Degree in Social Science preferably business administration.
- Minimum of two years of experience in related fields and experience in NGO work will be an advantage.
- Must have strong writing and communication skills both the regional working language and English.
- Must have previous experience of coordinating logistics
- Skills and experience in computer applications and utilization of Microsoft Office (Word, Excel and PowerPoint) is mandatory.
- Must have a working knowledge of modern office equipment and should be able to work with minimum supervision and have strong interpersonal skills and skills to promote teamwork.
- Must demonstrate strong interest and commitment to family planning and maternal and child health services and the eradication of harmful traditional practices.
- Must have demonstrable personal integrity and honesty
- Speaking of more than one local language is a plus
