Senior Program Assistant - South Area

Background: 

S/he is a member of the field area team which includes the field medical advisor, the area pharmacist, the senior health officer, the health officers, the quality officers, and the inclusion officers.
Health program provides both technical and financial support to local primary health care centers to enable provision of affordable, accessible, and quality healthcare services to refugee and vulnerable host population.

Job Purpose:

Provide administrative, financial and clerical support to the field team thus ensuring the program is implemented on time and
according to IMC policies and procedures.

Main Responsibilities:

1- Service Provider Contracting Process

•  Collect and review all backup documents from the supported clinics as needed for contracting
•  Performing BI checks on service providers as required
•  Coordinate with Contracts Officer and Compliance department on fulfilling the documentation requirements following initial review
•  Submitting the original copy contract to the Contracts Officer for archiving
•  In coordination with Contract Officer, develop and update the respective SOP by providing continuous input based on field experience

2- Processing Payments

•  Prepare all check/transfer requests to settle program activity payments according to the documents received from the service providers
•  Prepare PHCC monthly cost estimations to be submitted to the finance department ahead of each month
•  Follow up on all payment requests in accordance with available budget lines
•  Close coordination with finance department to ensure all contracts and payment requirements on track
•  Conduct field visits to follow up on payments as needed
•  Develop and maintain the payment backup archive

3- Procurement and Logistics

•  Raise procurement requisition as needed for implementing various program activities
•  Coordinate with logistics department on supply chain purchases and distributions to IMC Offices

4- Miscellaneous Administrative Support

•  Assist program team in preparing and implementing capacity building trainings
•  Perform regular scanning, copying and filing of backup and office documents
•  Perform other tasks as requested by line manager

Essential Qualifications:

• Bachelors in Business Administration or relevant field of study

 Essential Experience:

•  0-2 years of administrative experience at NGOs

Desirable Experience:

•  Experience in Health NGO or Hospital/Health Facility
•  Essential Competency:
• Organizational Skills
• Communication Skills
• Ability to work under pressure
• Proficiency in Microsoft Office Suite (specifically Excel)

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status. International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document.

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.     

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment.  If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.     

Website for reporting misconduct: www.internationalmedicalcorps.ethicspoint.com.  Please do not submit your CV or application to this website, it will not be considered for review