Program Assistant

Job Description

Primary Duties And Responsibilities

Assist in maintaining and monitoring project plans, project schedules, work hours, budgets, and expenditures
Work closely with technical staff to support the planning and organizing of meetings, workshops, and trainings related to PROPEL Health’s activities, including drafting invitation lists and letters and following up with participant RSVPs.
Support technical materials production, including estimating quantities for workshops, compiling info packets etc.
Support technical staff in developing technical content for meetings, such as drafting agendas and presentations and participate in actual coordination and implementation of the meetings/activities.
Take meeting minutes at weekly and bi-weekly team meetings and other technical meetings as required
Circulate these minutes to relevant staff in a timely manner and document follow up or outstanding items for subsequent meetings
Support project documentation by taking activity notes (notes to file), interviewing technical staff, and submitting to HQ for reporting purposes and capturing project successes
Initiate and coordinate inputs for bi-weekly activity trackers according to schedule and ensure team calendar is up to date
Director to ensure all program activities are accurate.
Assist with activity planning (e.g. timelines, tasks) and provide inputs for the development of budgets for programmatic activities. Collaborate with finance staff on procurement and spending projections.
Support in preparing creative briefs, workshop/ meeting agendas, activity reports
Create a project activity management calendar for each project goal and objective
Identifying areas of success and support with drafting success stories and nuggets
Represent PROPEL Health in meetings with partners and stakeholders if requested.
Work with the PROPEL Health Technical leads to provide inputs for draft quarterly, semi-annual, and annual activity reports and success stories to showcase PROPEL Health Ghana work.

Stakeholder Engagement: Build and maintain a strong and healthy relationship with USAID implementing partners (IPs) and other key stakeholders, including the Ghana Health Service, and other public institutions etc.

Other Responsibilities: Represent PROPEL Health in meetings with partners and stakeholders if requested.

Knowledge

Required Qualifications:

Familiarity with USAID and other donor administrative, management, and reporting procedures and systems
Familiarity with the latest project management trends and best practices
Passionate about creating a positive impact on health in Ghana.

Skills

High level communication and collaboration skills – the ability to work collaboratively with other partners, and deliver results.
Excellent leadership and people management – align team around shared objectives; inspire, motivate and coach to achieve results.
Excellent interpersonal relationships – role requires building and maintaining healthy relationships within and outside of the organization.
Program management and strategic thinking skills – Effective prioritization and execution of projects.
Analytical – ability to analyze and leverage data to make informed decisions.
Organization and time management: Ability to work on tight deadlines.
Attention to detail — role requires being careful about detail and thorough in completing tasks.
Microsoft 365 Suite (Word, Excel, Outlook, Planner, PowerPoint, Teams, OneDrive & SharePoint)
Information gathering & monitoring – role requires data collection to make informed decisions.
Adaptability – ability to anticipate and respond swiftly to changing dynamics within the local and international setting.
Sensitivity to cultural diversity and an understanding of political and ethical issues surrounding the project’s work.
Problem-Solving Skills – Makes decisions that have major implications in meeting funder deadlines; maintaining the credibility of the project; and ensuring proper stewardship of time and financial resources.
Effectively applies knowledge of technical areas to solve a range of problems.
Responsible for solving project problems that are complex, highly varied, and require considerable critical thinking and discernment.

Additional Comments

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Reasonable accommodations may be made in appropriate circumstances to enable qualified individuals with disabilities to perform the essential functions of this job.

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.