Mental Health Program Assistant - South

Purpose of the position: The program assistant is responsible for providing administrative, financial follow up and clerical services in order to ensure effective and efficient operations. Tasks & 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 Coordinator or any other persons designated by him, 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 equipments; 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 mental health bi-weekly 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 MH dept. 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; Coordinate and oversee the work of the field program assistants; 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 Mental Health Coordinator or any other persons designated by him. Reporting: Report directly on all tasks and responsibilities to the Mental Health Coordinator, Providing timely updates as required. Qualifications: A Bachelor's degree in a related discipline. A demonstrated commitment to working in a member-centered environment. Experience working in and an understanding of the nonprofit sector and/or an association setting preferred. 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.