Job ID

2023-5040

Location

IN

Category

Global

Employment Status

Full-Time

Jhpiego is a nonprofit global health leader and Johns Hopkins University affiliate that is saving lives, improving health and transforming futures. We partner with governments, health experts and local communities to build the skills and systems that guarantee a healthier future for women and families. Jhpiego translates the best science and practice into moments of care that can mean the difference between life and death for women and families. The moment a woman gives birth; the moment a midwife helps a newborn to breath. Through our partnerships, we are revolutionizing health care for the world’s most disadvantaged and vulnerable people.

In India, Jhpiego works across various states in close collaboration with national and state governments, providing technical assistance in the areas of family planning, maternal and child health, strengthening human resources for health, and non-communicable diseases. These programs are funded by USAID, Takeda Pharmaceutical Company Limited, UNICEF, World Health Organization, University of Manitoba, Bill & Melinda Gates Foundation, Children’s Investment Fund Foundation (CIFF), MSD for Mothers and others.

Jhpiego is hiring for the position of Program Associate based at Guwahati, Assam will report to Director: Programs & Partnerships. The position will provide support to the program, and administrative and logistic support to the multiple Projects.

1. Programmatic Support (Time Spent 50%)

Developing, compiling presentations reports and literature review

• Support COP and program point person in developing/compiling reports, presentations for submission to the donors, and key stakeholders including regulatory bodies, various ministries, and partner agencies.
• Support in collection and compiling the reports, success stories, data from State Teams.
• Assemble briefing materials and prepare power-point and other presentations, in collaboration with the Programme team
• Conducting literature reviews for documentation as required.

Developing repository of documents to build knowledge bank:

• Maintain program and office files both electronic and physical documentation. Ensure regular knowledge management of all program documents, including photos, documents, videos, reports, presentations, concept notes, government letters, event reports, IEC materials, etc.
• Maintain trackers and repository of all on going procurements, consultants, program inventories, important communication and approvals from donors and GOI letters etc.
• Tracking of ongoing Technical Contracts and Sub awards for payments, deliverables and compliances, ensuring follow up with vendors.

Coordinator for all program departments at ICO and State teams

• Coordinate for conducting calls, meeting, workshop etc. including sending calendar invites, preparing agenda, taking and circulating minutes of the meeting.
• Serve as a key contact for all types of programmatic support to the assigned programs and supervisor.
• Support different departments at ICO and state teams for ensuring good coordination within team at ICO and state teams.
• Maintaining calendar of events, meetings, trainings etc for coordinated and smooth functioning

1. Support in Admin and logistics (Time Spend – 50%)

Coordination with Consultants engaged within the program

• Coordinate and ensure proper documentation and tracking of consultants engaged within the programs.
• Coordination with consultants for monthly invoices, documentation, contracts etc. Support consultants in fulfilling requirements as per the HR department.

         Support to Admin and Procurement team as required

• Support in procurement of program related material including IEC material, training modules, books, manuals as per procurement guidelines in consultation with admin and procurement team.
• Also support in development of finished materials including shortlisting of vendor, coordination with the program team for selecting designs, printing, dispatching and other related activities.

Provide administrative support to the financial management of the Programme Unit

• Prepare / Review/submission of claims with required supporting, activity budget preparation, procurement actions, advance settlements against activities etc.
• Manage logistic arrangements of all the trainings including budgeting, planning the event, collating material, making-arrangements for participants’ travel and reimbursements in consultation with Finance.

Provide administrative support in organizing meetings/trainings/events:

• Support in organizing logistics and administrative support for conducting meetings, trainings, events under the project.
• Review and maintain stock inventory of training material periodically.
• Manage and coordinate for supervisor’s travel related requirements and documentation.
• Work closely with state Program Assistants / Associates for procurement and logistics related matters for respective states.
• Assist in maintaining proper documentation of all financial transactions related to workshops and trainings.

• Bachelor in arts/commerce/social sciences/ social work or public health with Masters in Business Administration (MBA), Health management is preferred 
• Minimum 3 years of relevant work experience in programmatic and administrative support function.
• Computer proficiency (Microsoft Word, PowerPoint, Excel, Outlook).
• Experience in working with the development sector/ INGOs would be preferred.
• Experience in a similar profile