EngenderHealth envisions a gender-equal world where all people achieve their sexual and reproductive health and rights. We believe this is essential for ensuring all people can achieve their potential. To achieve this vision, we implement high-quality, gender-equitable programs that advance sexual and reproductive health and rights.

PROGRAM: EngenderHealth Ethiopia Program

REPORTS TO: Country Representative

JOB SUMMARY

The Program Associate will work with the EngenderHealth Ethiopia country office program team to manage program-related functions. The Program Associate will provide programmatic assistance to technical/program staff and regional-level programs by playing an active role in planning, implementation, and monitoring of EngenderHealth Ethiopia Program activities. The Program Associate performs key program-related tasks needed to implement planned activities and assist staff to ensure appropriate information sharing among administration, program, technical, and M&E units of EngenderHealth Ethiopia.

ESSENTIAL FUNCTIONS

1. General program support

• Assist country program/technical team during annual budget preparation and developing annual work plans.
• Provide primary administrative support to the deputy Program director and perform various administrative support duties to facilitate the smooth progress and completion of the program activities.
• Provide all necessary arrangements and coordination support for international technical staff coming to Ethiopia for program support. This includes handling travel arrangements, hotel reservations, logistics, etc.
• Assist with the creation of program materials by collecting information, and coordinating production and printing of materials, manuals, and leaflets.
• This includes performing or facilitating the translation of short documents as needed from Amharic to English or English to Amharic.
• Coordinate with EngenderHealth Country office Program team, finance, and operation staff to obtain timely authorization of supporting documentation needed in support of program logistics.
• Follow up timely provision of various commodities, supplies, and services required for the implementation of program activities (as needed).

2. Support to training and other program activities

• Assist in the planning and implementation of trainings, workshops, review meetings, and similar events including organizing logistics and travel arrangements, preparing budgets, ensuring the delivery of invitations, facilitating advance and effecting payments:
• Assist in the coordination of travel for program/technical staff, and consultants and prepare and process expense reports.
• Assist Program/technical staff with on-site activity preparation such as registration of participants, payment of Per-diem, and other onsite support to technical staff as required.
• Ensure that training and participant information is collected for each event supported by the EngenderHealth Country Office and that forms are collected in an organized and consistent manner.
• Maintain and update the organization tracking system for all personnel trained under EngenderHealth, including performing light data entry into program databases. Ensure that all names of trained personnel are included
• in the system and that numbers are reported as necessary and when required.
• Assist in the management of training materials and database of trainers and trainees.

3. Correspondence, documentation, and other tasks

• Receive, screen, log, and route all program-related correspondence and maintain an effective follow-up system.
• Assist in coordinating external and internal meetings; including the recording of minutes and/or notes and follow-up on implementation of meeting deliberations.
• Keep Program/Technical staff fully informed of day-to-day activities and task implementation problems as they arise.
• Draft contracts and task orders for consultants as necessary and as assigned by the program team.
• Collect Periodic Program progress, Training, Workshop, Trip, and other reports of all EngenderHealth-supported projects, file them as appropriate, and upon instruction deliver them to the necessary Government, Donor, and other bodies and partners.
• Draft correspondence and reports as assigned by the deputy director of programs.
• Maintain up-to-date lists of names and addresses of partner organizations, officials, and personnel of relevant government partners and health facilities
• Ensure that project documents are filled properly and in an accessible manner both in hard copy and electronically.
• Develop and maintain excellent relationships with colleagues and other partner organizations.
• Any other task requested by the deputy program director and program/technical staff.

Job Requirements

• Bachelor’s or master’s degree in management/office administration, social sciences, public health, or any other related field.
• Minimum of five years experience in program support or a comparable position in an NGO environment
• Experience in the planning and implementation of training and workshops including organizing logistics, preparing budgets, ensuring the delivery of invitation
• Computer proficiency in MS Office applications and experience in record keeping.

ESSENTIAL SOFT SKILLS

• Committed to EngenderHealth’s core organizational values of reflection, inclusion, integrity, respect, and transformation.
• Ability to handle multiple tasks and demands, establish priorities, and work effectively in a deadline-driven environment; accuracy and attention to detail in the performance of duties are of critical importance.
• Outstanding ability to interact with experts and collaborators across multiple disciplines, and program areas.
• Strong communication and interpersonal skills, writing skills, as well as negotiation and management skills in a multidisciplinary team
• Ability to work proactively, organize and manage own work, and assist others to do the same.

PREFERRED SKILLS, ABILITIES, AND FUNCTIONS

• Background in and understanding of international development work.
• Excellent computer skills, with knowledge of necessary analytic software applications
• Ability to tailor data collection approaches to local needs, interests, and capabilities.
• Fluency in English language is strongly preferred.