Program Assistant - Rotary Healthy Communities Challenge

at  Path

JOB DESCRIPTION/REQUIREMENTS

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PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing heath challenges.
PATH, operating in Nigeria as Organization for Innovation in Public Health (OIPH), is implementing multiple projects including the Malaria Control and Elimination Partnership in Africa (MACEPA) and the Rotary Healthy Communities Challenge (RHCC) grant, the latter of which is funded jointly by Rotary International Foundation and The Gates Foundation, a multi-year effort to provide improved community health care, including for malaria and other priority diseases, in Nigeria. In Nigeria, community health care is coordinated through the National Primary Health Care Development Authority (NPHCDA) and supported and resourced through other national agencies, including the National Malaria Elimination Programme (NMEP). The primary community health agents who deliver integrated community case management (ICCM) are the Community Health Influencer, Promoters and Services (CHIPS) agents. PATH, through the RHCC grant, intends to collaborate with Rotarians, NPHCDA, NMEP and state and local government teams to implement an expanded CHIPS program in targeted areas.
PATH is seeking a Program Assistant who will support the RHCC and MACEPA teams. Specifically, the Program Assistant will provide administrative and specialized support to the RHCC and MACEPA teams across multiple project workstreams and activities. The successful applicant will report to the RHCC Team Lead and collaborate closely with the global RHCC regional project team.

Responsibilities:

• Prepare and coordinate the production and distribution of complex documents and reports.
• Provide general administrative support to maintain coordinated and organized team logistics.
• Provide meeting planning and logistics activities: may include scheduling internal and external meetings, workshops, and other events as necessary, as well as coordinating event-related logistics, maintaining database on project contracts and drafting meeting notes and coordinating review, distribution and filing.
• Assist RHCC staff and partners with travel planning arrangements and post-travel reimbursements, including cheque requests, meal conference forms, etc.
• Coordinate procurement of both services and supplies and working closely with the procurement and operations team to manage vendors and suppliers.
• In consultation with relevant staff, plan and coordinate the production and distribution of monthly activity reports and other communications materials as requested.
• Work with the Project Administrator (PADMs) to provide support with financial engagements for RHCC.
• Maintain the electronic and paper filing systems to ensure information is readily and easily accessible. This will include regular updates of assigned email distribution lists.
• Draft, edit, format, fact-check, and proofread a variety of documents and enter data using Word, Excel, and other software.
• Assist with and complex schedule coordination and scheduling teleconferences across multiple time zones.
• Utilize Microsoft Outlook calendars to coordinate complex scheduling tasks.

• Maintain project records, electronic files, and other resources on behalf of team members.Assist with communicating project updates to stakeholders and external parties through newsletters and social media.

Required Skills and Experience:

• University degree in Management or related field
• A minimum of two (2) years of directly related administrative and program support experience, or an equivalent combination of education and experience.
• Advanced Microsoft Office skills, especially Outlook, Word, Excel, and PowerPoint.
• Basic research skills.
• Excellent interpersonal and communication skills.
• Ability to work with multiple teams across diverse background.
• Well organized and adaptable to handling multiple and changing priorities.
• Effective in time management and working under deadlines.
• Proven ability to work in a team environment with minimal supervision.
• Fluency in English, including excellent written and oral communication skills.
• Demonstrated prior experience supporting large meetings and managing multi-country travel planning as well as working with multiple vendors is an added advantage.
• Experience coordinating calendars, organizing workshops, creating workback schedules, managing timelines.
• Strong critical thinking skills and ability to anticipate and forecast needs and requests of directors and department with limited information and context and address proactively.
• Proven ability to take initiative, learn quickly, anticipate needs and challenges, and find solutions.
• Demonstrated success working with all levels of internal and external stakeholders.
• Demonstrate competency in multiple areas, including strong organization skills, attention to detail, and ability to prioritize many competing tasks of the directors, teams, and own current assignments appropriately, effectively, and efficiently.
• Ability to multitask and manage multiple priorities across complex projects.

• Proficiency with virtual meeting and communication tools and experience working with cloud-based collaboration tools including Microsoft Teams, Smartsheet, Salesforce, and SharePoint.Experience working with remote colleagues a plus.

• PATH is dedicated to building an inclusive workforce where diversity is valued.
  PATH is an equal opportunity employer. Every qualified applicant will be considered for employment.
  PATH does not discriminate based on race, color, religion, caste, gender, sexual orientation, gender identity, genetic information, age, national origin, marital status, disability status, political ideology, military or protected veteran status, or any other characteristic protected by applicable federal, state, or local law.
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• Prepare and coordinate the production and distribution of complex documents and reports.
• Provide general administrative support to maintain coordinated and organized team logistics.
• Provide meeting planning and logistics activities: may include scheduling internal and external meetings, workshops, and other events as necessary, as well as coordinating event-related logistics, maintaining database on project contracts and drafting meeting notes and coordinating review, distribution and filing.
• Assist RHCC staff and partners with travel planning arrangements and post-travel reimbursements, including cheque requests, meal conference forms, etc.
• Coordinate procurement of both services and supplies and working closely with the procurement and operations team to manage vendors and suppliers.
• In consultation with relevant staff, plan and coordinate the production and distribution of monthly activity reports and other communications materials as requested.
• Work with the Project Administrator (PADMs) to provide support with financial engagements for RHCC.
• Maintain the electronic and paper filing systems to ensure information is readily and easily accessible. This will include regular updates of assigned email distribution lists.
• Draft, edit, format, fact-check, and proofread a variety of documents and enter data using Word, Excel, and other software.
• Assist with and complex schedule coordination and scheduling teleconferences across multiple time zones.
• Utilize Microsoft Outlook calendars to coordinate complex scheduling tasks.
• Maintain project records, electronic files, and other resources on behalf of team members.Assist with communicating project updates to stakeholders and external parties through newsletters and social media