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MOMENTUM Program Assistant

Published on 01.10.2022


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Position : MOMENTUM Program Assistant

Position Overview:

 Provides administrative support for MOMENTUM component 1 technical teams in Malawi.  Works closely with Technical Advisors, Technical Officers and Technical Managers at the central office to ensure close adherence to MOMENTUM 1 agreed upon work plans and overall scope of work. The Program Assistant is responsible for administering the day-to-day activities of the technical units, which includes advance planning of scheduled activities (meetings, trainings, workshops); communication with MoH and other stakeholders.  The role of the programme assistant also includes assisting the Technical Advisors, Technical Officers and Technical Managers to ensure smooth implementation of activities.  The program assistant in the technical unit will report to the Maternal Health/MIP Technical Advisor who will be the supervisor. 

Roles and Responsibilities 

  • Coordinate and support program, financial and administrative functions of the technical team such that activities are implemented according to plans and in a timely fashion  
  • Assist technical team and consultants to produce letters, documents, reports and presentations and materials for distribution (including word processing, computer graphics, layout, photocopying), etc. 
  • Assist in maintenance of office filing systems for assigned technical team 
  • Organize and coordinate meetings, trainings and workshops (including preparation of meeting and workshop materials), both on-site and off-site 
  • Make travel and hotel arrangements for staff and consultants for workshops, trainings and meetings 
  • Provide administrative assistance during technical unit meetings, trainings and workshops 
  • Assist in taking notes during technical meetings, workshops and trainings. 
  • Coordinate travel by technical team, including preparation of travel authorization requests and arrangement of logistics 
  • Coordinate with respective Technical Advisor in preparing local consultants’ scopes of work under short or long-term consultant agreements, including in-country travel arrangements for the consultants. 
  • Prepare for trips for in country or international travels by making appropriate appointments and preparing travel documents including visa. 
  • Actively participate and assist technical unit and other technical staff in drafting and finalizing annual work plans, quarterly implementation plans   
  • Work closely with finance staff in developing and monitoring component budgets for technical unit. 
  • Coordinate with the supervisor and finance team on stationery and other logistic needs of the unit based on annual work plans and activity schedules. 
  • Collate all transportation needs of technical staff and various activities in the technical unit and coordinate with Operations Assistant to ensure a comprehensive plan of transportation schedule for the office 
  • Perform or assume other duties as assigned by supervisor to ensure the smooth functioning of the technical unit and the achievement of program goals. 
Required profile for job ad : MOMENTUM Program Assistant

Position Requirements:

  • A  degree  in administration or diploma or certificate in Secretarial studies from a reputable institution. 
  • At least four years’ experience of increasing responsible positions with administration and office management with an international organization 
  • Four years’ experience working as program assistant/providing technical support to health related programs 
  • Self-management is necessary (i.e. motivation, dealing with pressure, adaptability), as well as the ability to project a professional, consistent image.  Both internal and external clients must see the Program Assistant as a person of competence and high integrity, and trust his/ her capability and sense of confidentiality. 
  • Proficiency in a broad variety of administrative, financial, and computer skills, including MS Word, Excel, Power Point, Outlook, and other Microsoft office applications 
  • Excellent organizational and interpersonal skills with a service oriented outlook 
  • Excellent oral and written communication skills in English 
  • Ability to work well with colleagues and meet tight deadlines with minimal supervision in multi- cultural environment 
  • Ability to develop productive working relationships with counterparts in other agencies and organizations 
Job criteria for job ad : MOMENTUM Program Assistant
Job category :
Secretarial work, assistantship
Industries :
Associative activities
Social, public and human services
Employment type :
Permanent contract - Fixed-term contract
Region :
Blantyre - Central - Lilongwe - Mzuzu - Northern - Southern
Experience level :
2 to 5 years
Educational level :
Spoken language :
Number of Position(s) : 1

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