Program Assistant

Purpose of the Job: To provide administrative and logistical support to a program team, by managing day-to-day operations, coordinating events, maintaining records, handling communication, and assisting with program implementation under the direction of the program manager, ensuring smooth program execution and achieving project goals. Location: Juba with frequent travels to the field locations  Reporting relations:    Reports to NTD Manager.Key Responsibilities:Administrative tasks:Answering phone calls and emails Scheduling meetings and appointments Maintaining program calendars and databases Data entry and record keeping Filing documents and updating records Managing office supplies and inventoryProgram supportAssisting with program planning and development Coordinating program events and logistics Preparing program materials and presentations Communicating with program participants and stakeholders Tracking program progress and monitoring key performance indicators Communication and collaboration:Liaising with internal and external stakeholders Facilitating communication between program staff and participants Preparing reports and updates for program managers  Other potential duties:Assisting with budget management  Conducting research and data collection Supporting recruitment and training efforts Work closely with the Communication department to manage social media accounts related to the programEnsure that the project is properly implemented and monitored through frequent field monitoring.Prepare detail Implementation Project action plans of project activities related to NTD/WASH, including checklist for assessments, monitoring, review and evaluation of project activities.The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusiveCoordinate with other managers in order to manage the project, supervise the project by working closely with the technical team to ensure quality of interventions and on timely completion of activitiesEnsure that project team schedules/plans are coordinated and completed timely and give support in the project target areasIn collaboration with the Manager and MEAL Manager, actively participate in monthly and quarterly planning and review meetings of the projects and follow up actions for implementationCoordinate and ensure that the project’s administrative processes, such as logistics, procurement, and policies are fully implemented according to Amref Health Africa and donor requirementsBuild and maintain strong collaborative working relationships with County Health Departments, SMoH, and others relevant government officesTake full charge to monitor project activities according to the annual and quarterly work plan; review of reports, site visits to review records and to interview stakeholders and beneficiaries.Ensure that monitoring and reporting tools are developed and used in collaboration with MoH and Managers Ensure documentation of monitoring visit and follow up on actions points.Report regularly to WASH Manager on project updates, issues, needs, problems, or ideas for  Carryout additional related activities and management tasks assigned by the immediate supervisor.