Administrative Assistant

MCC Lesotho

Administrative Assistant

FHI 360 is a non-profit human development organization dedicated to advancing equity, health and wellbeing through data-driven, locally led solutions — so that humanity thrives. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology; creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories. We are currently seeking qualified candidates for the position of Administrative Assistant for the Millennium Challenge Corporation (MCC) project in Lesotho. The position will be based in Maseru, Lesotho

Project description:

The Millennium Challenge Corporation (MCC) has entered into a new Compact with the Government of Lesotho (GOL). Recognizing that strong human capital is key to driving poverty reduction (Lesotho scores only 0.4 on the Human Capital Index, indicating that a child born today would only be as 40% as productive as if they were to attain good health), $75m of the Compact has been allocated to the Health Systems Strengthening (HSS) Project which will improve outcomes through strengthening Lesotho’s Primary Health Care (PHC) system.

It is an opportune time to invest in strengthening PHC. In 1990, Lesotho had a relatively solid PHC system, with a Healthcare Access and Quality (HAQ) Index 9pp higher than the sub-Saharan Africa average, but was hard hit by the HIV epidemic soon after. This directly affected health outcomes and pivoted the health system away from other critical areas. Lesotho now has the highest neonatal mortality rate in the world (43/1000 live births), lowest life expectancy (53), and third highest rate of adult deaths from non-communicable diseases (43%) (WHO Global Health Observatory). Lesotho is currently ranked 197th out of 204 countries on the HAQ, and 203rd for progress since 1990. After sustained efforts by the GOL and partners, including MCC’s first Compact whose investments in rural health infrastructure enabled decentralization of HIV services, Lesotho is now moving towards epidemic control and positioned to rapidly improve the coverage and quality of PHC, the bedrock of Universal Health Coverage (UHC). Regional experience from other countries with epidemic control shows that rapid improvement is possible: whilst Lesotho scores 48 on the UHC Index, Namibia scores 62 (despite a lower real expenditure on PHC per capita) and Eswatini 58 (despite significantly fewer doctors and nurses per capita).

The current health system does not prioritize PHC (only 7.5% of the health budget in 2018/19) resulting in low service quality, weak utilization, and extensive bypassing to tertiary care providers. Quality PHC requires strong district level management and governance, but Lesotho’s District Health Management Teams (DHMTs) underperform, held back by limited capacity and resources, weak data use, constrained decision space, and sub-optimal processes. Reforms must build the health system’s integral contribution to preventing and responding to Gender Based Violence (GBV) which is a key developmental and economic threat. The total cost of loss of income and expenses of GBV equates to 5.5% of Lesotho’s GDP, greater than the health budget.

MCC’s HSS Project targets these challenges through seven interdependent contracts, including this HSS/PHC/cGBV Support Contract. Working hand in glove with the other HSS Contractors, this contract will provide technical expertise and support to the Ministry of Health (MOH) to improve the quality and availability of essential primary health services (including GBV), enhance the capacity of DHMTs to plan and deliver PHC services and improve budget execution, and amplify data use for decision making. The Contract will be operationalized through 54 tasks linked to 51 payment-based deliverables. Beginning with formative diagnostic and design assessments, a Pre-Compact Phase will be conducted to refine a 5-year Compact Implementation Phase with annually exercised option years.

Job description:

Reporting to Finance and Operations Manager, the Administrative Assistant shall be responsible for providing an efficient and responsive administration, organizational and logistics support to the FHI 360 Lesotho Millenium Challenge Cooperation (MCC) project Finance and Operations unit as well as offer administration coordination with other project units. Generally, the incumbent performs secretarial and administrative support to the implementation of the program in areas of logistical arrangements and good office management.

Position responsibilities:

• Provide day to day professional, administrative support to the Operations and Finance unit;
• Monitor the development and updating of weekly/monthly workplans, project trackers and templates required for the unit and project meetings;
• Coordinate, assist and submit weekly/monthly reports or any other reports as requested;
• Ensure that meetings and calendars within the department are up to date as well as scheduling and coordination of the unit appointments and meetings
• Coordinate travel arrangements and logistics;
• Schedule and coordinate team meetings, events and other similar activities on behalf of the unit and Lesotho Office, take notes/prepare minutes as well as follow up actions as needed;
• Assist in the preparation of business correspondence as necessary;
• Set up and maintain project record keeping and database systems for Finance and Operations unit.
• Handle petty cash through an imprest system, maintain and provide timely accountability at the end of month.
• Assist in the coordination of workshops. Ensure appropriate logistics such as venue, attendance lists, stationery, projector are in place for internal trainings and meetings.
• Manage front office, receive, attend to and direct visitors and staff.
• Ensure that the front office is well maintained and presentable in the manner that is pleasant.
• Ensure that office facilities are well kept, supplies for the office are availed when needed.
• Ensure that the stores are well managed, and the records are well kept ensuring that all items kept reconcile with physical items.
• Offer logistical support to country office and program team in implementation of activities
• Ensure cleanliness and security at the office premise resulting in safety of staff and property

  Qualifications:

  • Diploma in Administration, or an equivalent training and experience;
  • Previous experience in working with a variety of donors, such as USAID, CDC, UN agencies, the World Bank and other foundations is preferred.
  • 5 years of experience providing administrative support at project level;
  • Self-direct, self-motivated, with excellent attention to details;
  • Strong organization and excellent time management skills;
  • Excellent interpersonal skills and a strong team player with proven communication, diplomacy, and problem solving skills;
  • Ability to communicate well with all levels of staff, internal management as well as clients;
  • Strong writing skills and ability to produce documents and reports primarily in English;
  • High proficient in Microsoft Office applications (Word, Excel, PowerPoint).

    This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

    This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

    FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

    Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

    FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
    
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