JOB TITLE:  Health and Wellness Survey (HWS) Project Admin Assistant

REQUIRED NUMBER: 1

ICAP Columbia University (ICAP) is an international non-profit organization that aims to ensure the wellness of families and communities by strengthening health systems around the world. ICAP in Ethiopia, in partnership with Central Statistics Agency (CSA), the U.S Centers for Disease Control and Prevention and other partners, is planning to conduct a Health and Wellness Survey (HWS) to estimate the prevalence of violence against children and youth in Ethiopia, which will help to design future interventions and prevention strategies. In addition to providing important programmatic information to the Ministry of Women Children and Youth (MoWCY), the Ministry of Health (MOH), and other relevant stakeholders, the survey is also highly valuable to educators and researchers. For project implementation ICAP would like to hire an experienced Project Admin Assistant.

OVERALL JOB FUNCTION

The Project Admin Assistant will. under the supervision of the  Project Coordinator, handle the administrative aspects of the HWS project. S/he will be assisting in planning, organizing, and carrying out day-to-day administrative activities of the survey and will be supporting the HWS Project Coordinator with administrative tasks including the management of personnel, financial, administrative, and logistical activities for HWS Project implementation.

MAJOR DUTIES AND RESPONSIBILITIES:

·   Oversee the purchase of project supplies and equipment

·   Book air tickets and reserve rooms for ICAP staff/guest, and facilitate for the timely settlement of airfare fees and hotel bills

·    Ensure field vehicles get service in time; follow up conditions and report problems in time

·    Prepare vacancy announcements, review applications, and provide a short-list to those offices.

·  Ensure the personnel policy is understood by HWS staff members

·    Maintain personnel records of HWS field teams electronically and provide payroll information to Finance

·  Maintain staffing tables, and processing of contracts.

·   Determine and recommend benefits and entitlements for staff on the basis of contractual status

·  Design, plan, monitor and provide induction orientation and briefing to HWS staff members

·   Perform other related tasks as assigned by the immediate supervisor

·   Facilitate and support the training of HWS staff

·   participate in communications pertaining to the HWS implementation; and document the records of HWS survey activities

·   Establish and manage all procurement and logistics activities of the project including possible management of vehicles in consultation with Operation team;

·    Perform other tasks assigned by immediate supervisor

·   Bachelor of Arts degree in Management or a related discipline

·   A minimum of 5 years of work experience in the area of project management /logistics

·   Ability to establish and maintain effective working relationships with associates, other department staff, managers, and external bodies.

·  Ability to organize and perform multiple tasks simultaneously.

·   Proficiency in relevant computer applications: MS Word, Excel, PowerPoint, Internet, Email

·  Good communication skills in English language

Travel Requirements

·   Periodic domestic travel throughout Ethiopia to support the planning and implementation of the WHSE. management activities in the field.