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To implement administrative procedures that will result in timely execution of program activities, ensuring in the process, strict compliance with applicable policies and procedures. Will provide support for program trainings & workshops, logistics, as well as accounting and administrative support
Duties for the Program AssistaAdd Newnt NGO Job
Trainings & Workshops
- Provide on a weekly/monthly/quarterly basis, in liaison with the HIV Integration Program Officers, the Laboratory Program Officer, the TBHIV Integration Program Officer, the Strategic Information Officer, the Community Liaison Officers and Deputy Project Director, a master calendar of all planned trainings and workshops in the prescribed template
- Working with all the cross cutting officers mentioned above, identify and quantify resource needs for trainings & workshops and thereafter liaise with relevant departments for procurement and delivery as well as accountability of the resources post training
- Provide logistics, administrative and accounting support during workshops including liaising with hotel venues, facilitating participants sign in, reconciling hotel and EGPAF participants lists and payment of participant monies
- Collation and filing of training reports for all workshops held including trip reports for any given month. Should maintain an electronic database of the same
Site Support Logistics
- Track and document requests, procurement and delivery of site support supplies such as consumables, reagents, equipment and other supplies, ensuring that the project tracking register for site support is complete, accurate and up to date at all times
Administration
- Implement and monitor a clear office access policy for Kisii Office
- Supervise office reception duties – receiving of calls and visitors, office cleanliness
- Develop tools for office supplies (kitchen, stationary, etc) monitoring and tracking
- Oversee service contracts for office repairs and maintenance, utilities contracts as well as office lease, ensuring they are competitive and up to date
- Maintain log for staff travel locations, including vehicle movement logs in liason with procurement & logistics officer
Accounting Support
- Assist finance officer in follow up on long outstanding program advances
- Assist finance officer in maintaining a systematic and update finance filing system
- Assist finance officer in preparing and submitting hard copy reports to Kisumu Office by the 25 th day of every month
- Collect, verify and submit all sub-office timesheets to Kisumu/Nairobi Office
Other Duties
- Support audits and compliance reviews conducted at the sub office level
- Take minutes during staff meetings, and ensure a “meetings file” is maintained and updated regularly
- Supervise and capacity build office assistant
- Other work related duties as may be assigned by the supervisor
Program Assistant NGO Job Qualifications
- A wide understanding and experience working with USG funded projects; minimum three years experience in a similar position
Minimum Higher Diploma in related Business Field or Social Sciences Undergraduate degree will be an added advantage
- Excellent communication skills
- Well developed interpersonal skills
- Strong work ethic and ability and willingness to work long hours under minimal supervision
- Able to work in team settings and willingness to learn
- IT Savvy, including accounting software will be an added advantage
- Willingness to travel to remote places
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Job Purpose:
To support establishment, expansion and implementation of a robust HIV Care & treatment program for the Timiza90 Project that entails provision of quality integrated HIV prevention, HIV counselling and testing, care and treatment services within the Ministry of Health, Private and Faith Based Sector health facilities in Homabay County.
Scope : The Senior Project Officer – Care & treatment is responsible for day to day support of the Health management teams (HMT) and the Health care providers in the provision of HIV/ AIDS care and treatment services. The broad program areas to be covered shall include Paediatric, Adolescent and Adult HIV Care & Treatment as well as TB/HIV program areas. The work shall entail providing technical assistance to establish and strengthen implementation of integrated and comprehensive care and treatment activities in the assigned facilities and sub –county, support systems strengthening, improve quality of services and monitor progress towards achievement of quality results in order to attain the objectives of the Timiza90 Project.
Key Responsibilities
Project management: 20%
- Conduct site assessments for new sites and periodic routine assessments of existing sites for integrated HIV service delivery
- Develop integrated HIV facility interventions and work plans and oversee the implementation
- Supervise site renovations
- Establish and Supervise the lab-networks with networked facilities
- Assist the HMT to develop and implement quality assurance programs for each supported site
- Facilitate the acquisition of Project supplies from MOH/KEMSA and other sources.
Technical Support: 20%
- Responsible for visits to Timiza90 Project supported sites in the assigned sub county in Homabay County to provide technical support in implementation of integrated HIV care and treatment services
- Conduct supportive supervision on quality assurance and improvement issues.
- Ensure that adherence and psychosocial support activities are undertaken at the Timiza90 supported sites and links with the HTS and Linkage/Adherence/Retention technical team to facilitate facility-community linkages
- Works closely with the HMT in identifying training needs, planning and delivering trainings for facility staff, according to the training plan.
- Attends training session in new content areas and helps facilitate attendance of facility staff in training sessions.
- Develops and maintains close working relationships with the health management teams at the sub county and facility level.
- Provides feedback to facilities and participates in supportive supervision and site assessments including SIMS, CQI, and RDQAs.
- Lead/drive the attainment of the 2nd and 3rd 90’s in the ACT 90/90/90 strategy to ensure attainment of the 90% of eligible patients are on ART and 90% of those on ART are retained on treatment and achieve viral suppression.
- Support health facilities in improving quality of services offered through participation in observed practise, preceptorship, and clinical review/switch meetings.
Monitoring, Evaluation and Reporting: 10%
- Monitors on a regular basis the availability of supplies necessary to accomplish project objectives
- Working with the SI & E program officer, assists the Project in working with clinic staff in data collection and data management and reporting including utilization of such data for planning and decision making.
- Responsible for tracking and reporting on all project input, processes, outputs, outcomes and impact at supported sites to ensure that adequate progress is made towards set targets.
- Identifies obstacles to achievement of desired results early enough, identifies remedial actions and seeks support to overcome these obstacles
- Assist the Deputy Project Director/Technical Advisor in preparation of monthly and quarterly progress reports.
Linkages, Networking and Integration: 30%
- Working closely with the other Project Officers to plan and participate in site assessment, follow up on identified gaps and implementation of interventions including formation of Quality Improvement Teams and re-assessment of progress
- Working with other Teams within the project, identify opportunities for integration including decentralization of care and treatment services, formation of and supporting Multi-Disciplinary Teams (MDTs), community-facility linkages and assist in documentation of successes, best practices and challenges associated with such linkage and integration
- Liaise with the HMT and any other technical counterparts among other partners on HIV care and treatment issues, participating in forums where such issues are being discussed and representing the Deputy Project Director/Technical Advisor when called upon to do so.
Staff Management: 20%
- Responsible for coordination of the EGPAF sub-county based team comprising of Project Officers (PMTCT, HTS, Adherence, and SI&E Officers) and the assigned project driver.
- Acts as the primary contact person/focal person for the sub county based team with the HMT.
- Chair the sub county based Technical team meetings as per meeting SOPs
- Submit minutes for Sub County based meetings and escalate any issues arising to management.
- Lead in preparing and presentation of sub county performance during monthly performance review meetings
- Any other duties assigned
Skills & Competence
Qualifications:
- Medical Doctor with at least 3 years of continuous HIV program implementation or BSc Nursing Officer with 5 years of continuous HIV program implementation or Clinical Officer with 5 years of continuous HIV program implementation.
Knowledge, Skills and Abilities:
- Experience in establishing and sustaining working relationships with the County government Ministry of Health
- Significant and up to date knowledge of the current ART, PMTCT, TB/HIV, HTC guidelines, standards, tools and best practices
- Experience in HIV/AIDS care and treatment program implementation with demonstrated expertise in initiating care and treatment services in a public, faith based or private health facility
- Demonstrated experience in organizing and facilitating training in HIV /AIDS prevention, care and treatment areas.
- Knowledge of PEPFAR Program and NASCOP reporting requirements including familiarity with the data collection and reporting tools used by NASCOP
- Proficiency in computer
- Ability to work with limited supervision
- Excellent communication, interpersonal, report writing and analytical skills
- Dedicated team player with ability and experience to work in a multidisciplinary team
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Job Summary
Under the overall supervision of the Strategic Information and Evaluation Advisor, SIEO will support establishment, expansion and implementation of a robust monitoring and evaluation strategy/plan for the Timiza90 Project that compliments Implementation and Expansion of High Quality, Sustainable and Comprehensive HIV Prevention, Care and Treatment Programs in Homa Bay County.
The Strategic Information and Evaluation Officer will work to ensure furtherance of the Timiza90 Project goals and objectives through continuous quality improvement, data quality assessments, technical assistance and capacity building to Timiza90 Project technical staff, health care workers, and data management staff based at the county, sub-county and facility level in support of strategic information activities. S/he will provide oversight to the Data management officers and all other SI, M&E and data management components within the Timiza90 Project and at the facility level.
Key Responsibilities
- Ensure regular, complete, accurate, timely and quality monitoring reports from health facilities on all required indicators
- Work closely with the EGPAF Project’s Strategic Information and Evaluation Advisor or his/her designate and project technical team to manage all data entry related activities and ensure maintenance of up to date project data bases including DATIM, EKMS, etc. as needed
- Work with the Facility staff and County and Sub County Health Records and Information Officers to ensure timely data collection, collation and reporting into the DHIS
- Oversee joint DQA with the County and Sub-County HRIOs at supported facilities
- Conduct targeted mentorship and supportive supervision on documentation and reporting at supported facilities
- Support EMR implementation within EGPAF facilities in collaboration with health informatics lead IP.
- Support facilities to maintain up to date performance dashboards
- Provide timely feedback to the County, Sub-county and facilities for decision making
- Conduct monthly facility and sub-county data and performance review meetings for supported facilities
- Represent the EGPAF at County/Sub-county Stakeholder and Technical Working Group meetings
Required skills and experience:
- Bachelors/Diploma in Biostatics, Health Information Management Systems, IT, Health Records and Information or related field from a recognized institution of higher learning and a certificate in M&E related courses
- Minimum of 3 years’ experience on monitoring and evaluation and data management for a HIV program
- Familiar with NASCOP HMIS tools, DATIM and other PEPFAR reporting requirements
- Experience in providing on site mentorship to health care workers on HMIS, cohort analysis and other SI related issues
- Experience in providing support to EMR implementation at site level
- Proficiency in computer packages for generating and analysis reports. Experience in use of visual analytics tools is an added advantage
- Proficient in statistical analysis packages (SPSS/STATA/R etc)
- Experience with managing and coordinating teams
- Ability to build and manage strong working relationships among diverse stakeholders
- Ability to work effectively in a busy, high pressure team environment
- Ability to prioritize workload and demonstrate outcomes on strict deadlines
- Commendable knowledge & skill in monitoring & evaluation activities
- Strong analytical skills
- Strong oral and written communications skills
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Job Summary
Under the overall supervision of the Strategic Information and Evaluation Advisor, SIEO will support establishment, expansion and implementation of a robust monitoring and evaluation strategy/plan for the Timiza90 Project that compliments Implementation and Expansion of High Quality, Sustainable and Comprehensive HIV Prevention, Care and Treatment Programs in Turkana County.
The Strategic Information and Evaluation Officer will work to ensure furtherance of the Timiza90 Project goals and objectives through continuous quality improvement, data quality assessments, technical assistance and capacity building to Timiza90 Project technical staff, health care workers, and data management staff based at the county, sub-county and facility level in support of strategic information activities. S/he will provide oversight to the Data management officers and all other SI, M&E and data management components within the Timiza90 Project and at the facility level.
Key Responsibilities
- Ensure regular, complete, accurate, timely and quality monitoring reports from health facilities on all required indicators
- Work closely with the EGPAF Project’s Strategic Information and Evaluation Advisor or his/her designate and project technical team to manage all data entry related activities and ensure maintenance of up to date project data bases including DATIM, EKMS, etc. as needed
- Work with the Facility staff and County and Sub County Health Records and Information Officers to ensure timely data collection, collation and reporting into the DHIS
- Oversee joint DQA with the County and Sub-County HRIOs at supported facilities
- Conduct targeted mentorship and supportive supervision on documentation and reporting at supported facilities
- Support EMR implementation within EGPAF facilities in collaboration with health informatics lead IP.
- Support facilities to maintain up to date performance dashboards
- Provide timely feedback to the County, Sub-county and facilities for decision making
- Conduct monthly facility and sub-county data and performance review meetings for supported facilities
- Represent the EGPAF at County/Sub-county Stakeholder and Technical Working Group meetings
Required skills and experience:
- Bachelors/Diploma in Biostatics, Health Information Management Systems, IT, Health Records and Information or related field from a recognized institution of higher learning and a certificate in M&E related courses
- Minimum of 3 years’ experience on monitoring and evaluation and data management for a HIV program
- Familiar with NASCOP HMIS tools, DATIM and other PEPFAR reporting requirements
- Experience in providing on site mentorship to health care workers on HMIS, cohort analysis and other SI related issues
- Experience in providing support to EMR implementation at site level
- Proficiency in computer packages for generating and analysis reports. Experience in use of visual analytics tools is an added advantage
- Proficient in statistical analysis packages (SPSS/STATA/R etc)
- Experience with managing and coordinating teams
- Ability to build and manage strong working relationships among diverse stakeholders
- Ability to work effectively in a busy, high pressure team environment
- Ability to prioritize workload and demonstrate outcomes on strict deadlines
- Commendable knowledge & skill in monitoring & evaluation activities
- Strong analytical skills
- Strong oral and written communications skills
Method of Application
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