Program Assistant, Tools for Integrated Management of Childhood Illness at PATH

Job Description

Tools for Integrated Management of Childhood Illness (TIMCI) is a global effort led by PATH to accelerate availability, adoption and scale-up of tools to identify severe illness and decrease mortality in children under five years of age. PATH and its primary partner, the Swiss Tropical and Public Health Institute (Swiss TPH), will implement a four-year project funded by Unitaid. TIMCI has two major goals that both seek to improve detection of severe disease in children under five: 1) to improve healthcare workers’ ability to diagnose severe disease by equipping them with pulse oximeters (POX) and electronic decision support tools; and 2) to accelerate the development and market entry of non-invasive devices that augment the features of a standard POX with one or more additional vital sign measurements. This high profile and potentially high impact project will begin in July 2019 and will take place in five countries: Kenya, Myanmar, Senegal, Tanzania, and the Indian state of Uttar Pradesh.

PATH is seeking a Program Assistant to provide administrative and logistics support to the TIMCI project implementation in Kenya. The Program Assistant will be based in Nairobi, Kenya and will report to the Project Lead.  

Specific duties and responsibilities:

• Provide meeting planning and logistics activities may include scheduling internal and external meetings, workshops, and other events as necessary, as well as coordinating event-related logistics, maintaining database of project contacts, and drafting meeting notes and coordinating review, distribution, and filing.
• Provide general administrative support to maintain coordinated and organized team logistics. This may include working closely with the TIMCI program team and the project administrator to initiate the procurement process for project activities, the maintenance of a shared team calendar for TIMCI staff in Kenya, assisting TIMCI staff with travel planning arrangements and post-travel reimbursements, including cheque requests, meal conference forms, etc.
• Coordinate procurement of both services and supplies and working closely with the procurement and operations team to manage vendors and suppliers.
• In consultation with relevant staff, plan and coordinate the production and distribution of monthly activity reports and other communications materials as requested. 
• Work with the project PADM to provide support with financial engagements for TIMCI.
• Provide support to special events, workshops and conferences as may be needed to support the Kenya program.
• Maintain the electronic and paper filing systems to ensure information is readily and easily accessible. This will include regular updates of assigned email distribution lists.
• Coordinate with full TIMCI Department staff to ensure smooth coordination of administrative tasks between Seattle and other country offices as assigned.
• Maintain adequate inventory levels by managing the inventory tracking system and ensuring all inventory is accounted for and reported according to PATH policy.
• Liaise with other country teams to identify other areas where additional administrative support may be required.

Required Experience

• Diploma in Business Administration or related subject.
• A minimum of three years of directly related administrative and program support experience, or an equivalent combination of education and experience.
• Advanced Microsoft Office skills, especially Outlook, Word, Excel, and PowerPoint.
• Basic research skills
• Excellent interpersonal and communication skills.
• Ability to work with multiple teams across diverse background
• Strong organizational skills.
• Adaptable to changing priorities.
• Effective time management.
• Experience working under deadlines.
• Proven ability to work in a team environment with minimal supervision.
• Fluency in English, including excellent written and oral communication skills.
• Demonstrated prior experience supporting large meetings and managing muti-country travel planning as well as working with multiple vendors is an added advantage