Central Gbv- Program Assistant (Repost)

The program assistant is responsible for providing administrative, financial follow up and clerical services in order to ensure effective and efficient operations.                                          Essential Job duties:   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 GBV Program Manager or any other persons designated, undertake office tasks such as scheduling appointments, develop planning for training and program activities, in addition to other tasks such as answers phones and directs calls; Maintain an efficient office filing system and management of general office correspondences; Prepare and follow up the inventory of the office equipment; 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; Organize the GBV bi-monthly staff meetings, attend them and write the minutes; Translation of simple correspondences, when needed; Assist with financial monitoring and HR duties where required by the GBV program. 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 Coordinator and Finance Officer regarding PRs, Payments, contracts, services agreements among other issues; When required, conduct visits to the field to meet the staff, follow up on admin/finance and programmatic issues and collect timesheets as well as other required material and documents; When conducting training or any other program activities, prepare all necessary requirements and be present in order to provide direct support to the field staff, issues payment, collect invoices, order food and beverages, coordinate with suppliers, etc. Other duties assigned by the GBV Program Manager or any other persons designated by him.   Reporting: Report directly on all tasks and responsibilities to the GBV Program Manager, Providing timely updates as required. .