Assistant, MHPSS Program Support

JOB SUMMARY: The MHPSS Program Support Assistant is responsible for providing administrative, logistical, and financial follow up support in order to ensure effective and efficient operations of MHPSS program centrally and on field level. The position covers all the areas where IMC MHPSS program operates including Case Management services, activities and trainings.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

• Provide administrative and financial support to ensure that department operations are maintained in an effective, up to date and accurate manner;
• With guidance from the Mental Health senior Officers, undertake office tasks such as develop plans for trainings and program activities
• Maintain an efficient office filing system and management of general office correspondences;
• Prepare and follow up the inventory of the program material
• Offering logistical support during training /coaching events including venue booking, arrangements, and handout/material preparation
• Collect the monthly attendances records of all the mental health department staff and issue monthly payments
• Translation of simple correspondences, when needed
• Assist with financial monitoring and HR duties as required by the MHPSS department.
• Prepare service agreement contracts for newly hired staff or issue memos related to termination of contracts.
• Ensure PRs are signed by the relevant Program staff member for initiation and made in timely manner;
• Follow up with Logistics officer/Coordinator and Finance Officer regarding PRs, Payments, contracts, services agreements among other issues;
• Conduct visits to the field to meet the staff when needed to follow up on admin/finance, programmatic issues, facilitate logistical support and collect timesheets as well as other required material and documents;
• Ensure that the Program Assistant is present during trainings and activities conducted in different areas.
• Coordinate with MHPSS staff on activities and trainings and other tasks related to their field.
• Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

MINIMUM QUALIFICATIONS:

• Typically, a Bachelor's degree in business administration or a related discipline. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Qualification/training in a MHPSS related field of study is desired.
• Typically, one year of administrative experience.
• Desirable experience working in and understanding of the non-profit sector – ideally in the areas of MHPSS, Health, Public Health, Protection or Social Services
• Excellent interpersonal, written, and oral communications skills.
• Strong project management skills and a demonstrated ability to work with teams, prioritize tasks, meet deadlines, and ensure high quality work.
• Emotional maturity and agility in working in a fast-paced environment.
• Computer literacy with demonstrated experience in utilization of databases and Microsoft Office.
• Fluent in relevant local and English languages

Code of Conduct: As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding: It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons.

Equal Opportunities: International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.