American International Health Alliance
|Position Title||Program Assistant|
|Location||Pretoria, South Africa|
|Reports to||Regional Director: Southern Africa|
The American International Health Alliance (AIHA) is an international nonprofit organization working to advance global health through locally driven, locally owned, and locally sustainable health systems strengthening (HSS) and human resources for health (HRH) interventions.
The Program Assistant will work closely with the Regional Director: Southern Africa and Program Coordinator in the Pretoria, South Africa office; as well as various Program Associates and the VHC Coordinator based in AIHA’s Washington, DC headquarters. The incumbent will also work closely with AIHA partners and VHC volunteers to provide general program administration and support, including but not limited to assistance with implementation, communication, travel logistics, monitoring and evaluation, reporting and new program development.
ESSENTIAL ROLES AND RESPONSIBILITIES:
- Provide substantial logistical support to partners and volunteers prior to and during exchange visits/placements, including but not limited to the following: assisting with visa processing, arranging lodging and meeting spaces, airline and rental car reservations, and translation and interpretation of documents
- Coordinate local logistics for partnership meetings and other program meetings
- Schedule, coordinate, participate and serve as scribe for partnership/volunteer and other meetings
- Serve as an information source on partnership policies, procedures, and program administration guidelines
- Find and catalog the latest resources and information on HIV/AIDS and other healthcare and related issues in the region
- Develop and organize program, travel and administrative files and efficient filing systems (paper and electronic)
- Work with Pretoria office staff in gathering quotes, preparing procurement requests and sending them to headquarters for approval, providing additional follow-up documentation and information as needed, and assuring that all approvals are secured and documented before goods and services are ordered or purchased
- Work with AIHA staff, partners, and volunteers to develop and maintain program work plans and budgets, making changes and updates as appropriate
- Keep abreast of all program activities and maintain close contact with partners, volunteers, and other collaborators
- Assist partners and volunteers with the development, editing, finalization, and packaging of program reports and materials
- Implement partnership monitoring and evaluation (M&E) activities for program implementation, utilizing existing M&E systems and developing new ones as needed
- Respond to inquiries from internal and external sources about AIHA programs
- Provide program updates to AIHA staff, partners, and stakeholders on a regular basis
- Identify possible new funding sources/opportunities and develop contacts with possible new collaborators
New Program Development
- Assist in the development, writing, editing, finalization, and packaging of funding proposals
- Conduct and collect research and develop background information on different technical areas, collaborators, potential competitors, and program development opportunities
- Conduct competitive scans and landscape analysis for program development opportunities
- Assist with the development of a database for tracking new program development opportunities and systems to track internal proposal development processes
- Provide administrative support to AIHA/HQ and AIHA/South Africa when applying for new program development opportunities
- Provide administrative support related to marketing and communication
SKILLS AND QUALIFICATIONS:
- Degree in social science/health with at least two (2) years equivalent work experience in health/social programs
- Extensive knowledge of or experience in program management and support procedures
- Proven ability to implement multidimensional projects
- Ability to develop and maintain close relationships with various stakeholders
- Self-starter, with strong multi-tasking and problem-solving skills
- Ability to work independently, as well as in team environment
- Must be very dependable and detail oriented
- Excellent verbal and written communication skills
- Possess personal and professional demeanor as well as sound judgment
- Knowledge of public health, particularly HIV and AIDS programs
- Fluency in English required; proficiency in local languages preferred
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Access).
- Ability to travel independently up to 15- 25 percent of the time
ADA SPECIFICATIONS: Physical
Employees with disabilities must meet qualification standards that are job related and consistent with business necessity and must be able to perform the essential functions of the position with or without reasonable accommodation.
- Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
- This job description is subject to change at any time depending on the needs of the organization.