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Management Sciences for Health – Project Associate.

All jobs > Supply Chain, Logistics and Transport > Management Sciences for Health – Project Associate.
Full-time

Job Summary

The Project Associate will provide administrative, logistical and communication support to HS4TB Kenya Project. S/he will work closely with HS4TB’s Country Project Director, Senior Technical Advisor, MSH Kenya Procurement Team, and consultants to ensure adequate and timely support to the project activities and ensure that administrative processes are carried through to satisfactory completion. The Project Associate will be responsible for coordinating stakeholder meetings, ensuring that they are organised efficiently. S/he will keep the team continuously informed and coordinate appropriately with the supervisor to ensure that administrative challenges are addressed timely. The PA will ensure that all administrative and communication processes are compliant with MSH and USAID procurement and administrative procedures and guidelines.

Duties and Responsibilities include;

Administrative Support

  • Handle activities related to HS4TB project support including logistics, travel, consultants’ travel logistics, project calendar management, workshops, files, meetings and minutes etc.

  • Provide support to the Country Project Director and Senior Technical Advisor in preparation of budgets for activities and work with MSH Kenya Procurement team to ensure funds are released timely

  • Set up file management systems, maintain project files, including a library of reports and technical resources

  • Plan each week’s project meetings in advance; compile and share background materials and agenda items. Take notes during each meeting and disseminate timely; follow up on action items

  • Coordinate logistics for meeting with project partners, stakeholders, and donors

Communication

  • Maintain clear communication with MSH Kenya team, and different project staff including HS4TB Kenya and HQ teams to facilitate efficient smooth project support functions

  • Contribute to internal and external communications (with MSH HQ, NTLP, MoH etc), including writing, editing and formatting correspondence, communications, presentations, reports and other documents

  • Provide rapporteur services during external meetings and circulate notes to participants

Procurement

  • Receive invoices for payment and review for accuracy and complete supporting documents as per MSH policies and procedures

  • Assist in preparation of supporting documents for payment of suppliers, staff, and meetings for approval. This includes preparation of payment vouchers and ensuring that all necessary paperwork is attached

  • Assist in processing and tracking of VAT

  • Provide support to internal and external audit when needed

Qualifications

The ideal candidate should have a Bachelor of Business Administration (BA)

degree or Diploma in Project Management or relevant

S/he should have atleast five (5) years relevant experience in administration and logistics management/coordination. Knowledge of US Government funded programs regulations and requirements. Prior experience in taking meeting notes, report writing, drafting letters and emails and power point presentations. Proficiency with MS Office Suite, including Excel and PowerPoint.

 

Knowledge & Skills 

  • Skills and/or experience in accounting

  • Proficiency in oral and written English

  • Strong computer skills; Excel, MS Word, MS Project, PowerPoint

  • Strong analytical, organisational and management skills

  • Ability to assess priorities, make decisions and solve problems

  • Ability to set and achieve high performance goals and meet deadlines

  • Strong to interpersonal skills

  • Excellent cross-cultural communication, diplomacy and active listening

  • Proficiency with advanced functionality of Microsoft Office Suite

  • Demonstrated ability to work independently and within and across multiple teams

Competencies

  • Ability to work independently and in Team

  • Good judgment for decision making

  • Diplomacy

  • Ability to multi-task

  • Ability to engage with high level stakeholders/part

To apply

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