Job purpose

The job purpose is the direct support to the Project Director (PD) in the provision of programmatic, operational and administrative assistance to the project staff across all tiers; coordination and logistical support of the operations of the project, assistance in information management; and diary management.

Scope of work

The Programme Assistant (PA) while reporting to the PD and based at the country office, will liaise with MC functional units and PF/state teams in delivering project goals. The position holder would provide programme management, operational and administrative support towards the successful preparation/delivery of Terms of References (ToRs), delivery of macro-planning, micro-planning, training and coordination, drug administration and supportive supervision, M&E and reporting of activities. These may involve field travels and direct/hands-on support as may be required in selected states and LGAs.

Key working relationships

The PA would be line managed by the PD and has no direct reports. However, s/he would work very closely with the PF teams at the country, state and LGA levels; MC functional units and technical assistants (TAs) as required.

Key accountabilities

Programme Management Support (50%):

• Have all versions of project programme management templates and tools and ensure they are issued to new project staff at induction.
• Track versions of project technical and project management documents including ToR, reports etc.
• Work with the M&E team and document / archive final version of results and achievements of the project
• Develop database for all project document, filling, archiving and ease of retrieval.
• Ensure all technical documents of the project comply with the MC TA QA process.
• Work with the ER and Ex Comms teams to support project team to draft success stories and human angle reports from all project locations.

Administrative Support (30%):

• Keep and track internal correspondence of PD with WCAPD.
• Schedule, take minutes and store reports of the project review meetings and follow – up with project team to ensure documents to inform the reviews are available before the meeting.
• Schedule and take minutes of all operational / coordination meetings of the project (SMT, CMT, MMM etc.) at all levels.
• Support the PD to develop schedule of internal project timelines, travel schedules, leave schedules etc.
• Keep records of all project stakeholders and keep inflow and out flow correspondence for the project.
• Support the scheduling and participation of project staff in NMEP, SMEP etc coordination meeting and documentation of the presentations by MC and report / minutes of the meeting.
• Maintain office calendars and send out appointment reminders.
• Organizes regular team meetings and conference calls/video-conferences.
• Takes minutes of regular team meetings.
• Performs other related duties in accordance with instructions from PD.

Logistics Support (20%):

• Take the lead in organising consultant and TA service providers (technical) logistics.
• Provide support and liaise with other functions in the MC office to ensure consultants and technical service providers are paid promptly.
• Liaises with project team to coordinate logistical arrangements for workshops organised by project Abuja team and those organised by state teams taking place in Abuja.

Person specification

• Bachelors’ degree in Administration, Social Sciences or other related subjects;
• A minimum of 5 years post-graduation experience;
• A minimum of 2 years’ experience in a related role;
• Strong Microsoft office skills; and
• Excellent communication skills.

Work-based skills and competencies:

• Good understanding of the Nigeria health system;
• Understanding of communication for behaviour change and social mobilisation;
• Team player and demonstrated ability to work within a team as well as individually;
• Ability to perform under pressure;
• Excellent communication skills in English and the dominant local language in assigned state;