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Jamaica

Published a month ago

Programme Officer/Executive Secretary

Programme Officer/Executive Secretary
Company:

(Confidential)


Details of the offer

WebsiteMinistry of Health & Wellness (MOH)
The Ministry of Health & Wellness is seeking suitably qualified candidates for the following position:
Programme Officer/Executive Secretary

Job Summary
The Secretariat of the Jamaica Country Coordinating Mechanism (JCCM) is headed by a Programme Officer/Executive Secretary and, shall, under the guidance of the Chair of the JCCM and the JCCM Executive undertake the implementation of Board & Executive management decisions.
The Programme Officer/Executive Secretary shall manage the operations of the JCCM through the efficient administration of the Organization’s delivery of value added services and adherence to standard operating procedures in keeping with the Global Fund and local Governance Operations Manual as well as the Mission, Goals and Objectives of the Jamaica Country Coordinating Mechanism (JCCM)

Qualifications & Experience
At least a BSc in Business Administration, Project Management, Accounting & Management or related discipline
At least five (5) years’ experience at a Senior Administrative level to include the Report writing and the recording and reproducing of meeting discussions;
Excellent organizational skills, and the ability to prioritize work assignments to meet
The ability to establish rapport and maintain effective working relationships with internal and external stakeholders
High attention to detail and accuracy;
Ability to work on own initiative and under pressure;
Excellent interpersonal, customer relations and communication skills with emphasis on oral and written communication;
A track record which will attest to excellent performance levels, high regard for neatness, order and team collaboration

Specific Knowledge Required
Comprehensive knowledge of the Global Fund/CCM Policies, procedures and practices;
Knowledge of HIV/AIDS and Occupational Health and Safety policies and practices
Working knowledge of Office procedures, practices and techniques;
Knowledge of Office and business protocol, etiquette, diplomacy and an appreciation of cultural and behavioural diversity
Knowledge of items required for the Secretariat’s First Aid Kit
Highly developed computer skills
Proficiency in Microsoft suite applications with particular reference to spreadsheet applications;
Knowledge of the Global Fund Partner Portal Platform operations and the use of the Mass Database;

Required Skills and Specialised
Oral and written communication and analytical
Computer literacy (Microsoft Word, and Excel)
Working knowledge of Accounting software Packages, applications and systems
Planning, Organizing, Budgeting, Basic Accounting and Time Management
Excellent Interpersonal and human relations skills and the ability to work with all levels of staff;
Ability to work well under pressure and meet tight deadlines

Reporting Relationships
Reports To:
CHAIR – JCCM Executive
Nature of Supervision Received:
Direct

Functional Relationships
Indicate positions/departments over/from which the position:
Exercises functional authority: JCCM Secretariat
Receives functional direction:
Chair – JCCM
OMC Chair
Global Fund Secretariat

Duties & Responsibilities
The Programme Officer will assist in the smooth operation and management of the Secretariat of The JCCM for the Global Fund for AIDS, Tuberculosis and Malaria by performing the following functions:
Provide support to the JCCM by calling and organizing regular meetings, assisting in capacity-building for the CCM, including organization of induction training and workshops, and liaison with the various CCM constituencies and their representatives, including GFATM, Local Fund Agent, the Principal Recipient (MOHW) and the SSRs.
Management of CCM processes- updating list of members, facilitating for the election of civil society representatives, preparing the agenda of meetings, preparing minutes and circulating them to the CCM within defined time
Monitor JCCM membership attendance at meetings, advice members of their absence and bring to the JCCM members who have exhausted the number of times they are absent consecutively. Inform constituents for timely
Document all meetings and all matters relating to grant implementation in Jamaica.
Assist the JCCM in the production of its annual work plan and calendar of Organise JCCM, OMC visits to PR, SR, SSR and Implementing partner activities.
Assist JCCM and PR in the development of Quarterly highlights and the Annual Report (Highlights)
Facilitate the work of Oversight Committee and other committees/sub committees of
Support the preparation, development and submission of the national proposal to the GFATM for allocation cycles announced by the GFATM as follows:
Coordinate and liaise with all stakeholders- CCM members, development partners, government programmes, non-government partners and community representatives by calling broad consultations and documenting feedback received from them guiding the proposal development
Maintain complete documentation of the proposal development
Provide technical support to various sub committees- for the review of proposals submitted by Principal Recipient (PR) and recommendations to the JCCM on eligible proposals or nomination of the Principal Recipient (PR) and disease expert committees to review final funding proposal
Participation in meetings with proposed Principal Recipient (PR)
Keep track of the disbursement of fund installments to the PR from the GFATM and to the sub-recipients from the PR; analyse the reports, seek clarifications/feedback and disseminate information to CCM members
Support JCCM by providing the needed technical facilitation and effective coordination and liaison with the various constituencies and its representatives at the CCM that may be nominated by JCCM in subsequent Grant allocation periods and the GFATM
Responsible for updating of the CCM website with routine JCCM activity updates, data from latest progress reports of PR and SRs, and coordinating responses to the queries regarding GFATM programs in Jamaica
Issue public announcements of calls for proposals in relation to application for Global Fund
Receive and document complaints on any aspect of the operations of the JCCM, including complaints in relation to conflict of interest, and refer these complaints for the early attention of the OMC
Conduct annual review of the membership of the JCCM, and maintain and update distribution

Special Conditions Associated with Job
May be required to work beyond normal office hours, and irregular hours, when necessary to meet critical time deadlines;
Normal Office environment;
Periodic exposure to hazards such as heat, dust and cold
Physical effort in getting tasks done
Possible mental exertion such as handling frequent and continuous telephone calls from members, callers and prospective members, while doing paper work;
Mental exertion, while coordinating activities and maintaining deadlines

Authority To:
Request, examine, review and evaluate relevant documents and records in order to complete an assignment, make appointments, arrive at the basis for a decision or conclude a process;
Verify/Certify vouchers, statements and procurement documents against the budget;

Key Outputs
Correspondence, Records, Minutes/Reports, Budgets, Procurement Requisitions, Inventory, Invoices and Global Fund required Reports;
Reports and action points are submitted for vetting within three weeks following the relevant meeting and dispatched two weeks before the respective meeting;
The systems to manage the flow of documents through the Secretariat are efficient and provides timely responses and actions;
Meeting notes, reports, letters, memos and other correspondences are accurate and timely; and the JCCM Chair and Vice-Chairs are kept apprised of action points and followed – up with assigned members of the
Stewardship over the Secretariat’s Budget, assets and inventory items is responsibly and efficiently
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Source: Jamaicanmedium

Requirements


Knowledges:
Programme Officer/Executive Secretary
Company:

(Confidential)


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