VACANCY ANNOUNCEMENT – FINANCE AND ADMIN ASSISTANT (Part-Time

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VACANCY ANNOUNCEMENT – FINANCE AND ADMIN ASSISTANT (Part-Time)

Job title Finance and Administrative Assistant
Location Home-based Hargeisa Somaliland,
Contract type Fixed term, part-time role from May 2024 until September 2025 
Key Contact   The Finance and Administrative Assistant will report to the THET operations officer and Program coordinator 

 

Introduction

Tropical Health and Education Trust (THET) Somalia/Somaliland has been operating for over 20 years, excelling in policy and systems development, health sector regulation, enhanced leadership, and management capacity, strengthened health worker teaching and training, and the promotion of sustainable local organizations. Our holistic approach ensures engagement while embedding tools, systems, and capacity at all levels for long-lasting impact. By fostering sustainability, we contribute to a robust healthcare infrastructure. Through empowering leadership, enhancing skills, and supporting local organizations, we strive to improve healthcare delivery in Somalia/Somaliland. With a steadfast commitment, THET Somalia/Somaliland continues to make a significant impact in the region’s health sector.

THE GLOBAL HEALTH WORKFORCE PROGRAMME

Funded by the Department of Health and Social Care (DHSC) and managed by the Tropical Health and Education Trust (THET), the Global Health Workforce Programme (GHWP) aims to develop the health workforce (HWF) in Ethiopia, Ghana, Kenya, Malawi, Nigeria and Somaliland supporting them to build stronger, more resilient health systems for post-pandemic recovery and to make progress towards UHC. Grants for UK-LMIC and cross-LMIC health partnerships will be awarded to respond to national HWF priorities identified through a scoping assessment carried out by THET with DHSC, FCDO, national Governments and stakeholders (such as local World Health Organisation offices). These grants will run until December 2025. ? With a strong focus on building local ownership and sustainability, these partnerships will contribute to the following programmatic outcomes

  1. Partnerships contributing towards improved health workforce leadership capacity aligned with health workforce strategies, that will support reduction in gender inequalities.
  2. Partnerships aligning with and contributing towards retention and wellbeing strategies.
  3. Improved number and quality of training opportunities for health workers.
  4. Co-developed and documented learning on health workforce interventions shared with key national and international stakeholders

THET will award 28-36 strategic grants of £100,000 – £350,000 that feed into the country scoping priorities and outputs outlined above. The grants will broadly be split across the six countries; however, the exact split is dependent on the number and quality of applications received and broader priorities.?? 2 of 3 20-28 smaller grants of up to £50,000 will also be available for projects that tackle specific areas such as innovation, rural health facilities, diaspora engagement, leadership opportunities for women and protected groups, and the climate crisis.?? Grants will be available to UK-LMIC health partnerships and LMIC-LMIC health partnerships. There are no institutional eligibility criteria if ODA rules are followed, so grants can be awarded to healthcare providers, royal colleges, universities, professional associations, NGOs, alliances, diaspora networks etc, but not to Ministry of Health departments. This document serves as a Terms of Reference for the type of work the THET Administrative Assistant should expect to carry out as part of this.

MAIN RESPONSIBILITIES

  1. Organise and support in country scoping visits and monitoring and evaluation visits.
  • Support the THET in-country consultant and Operations officer with securing stakeholders’ availability and with agendas for the visit.
  • Support the Travel and Logistics Consultant with travel and accommodation for THET staff, consultants, and stakeholders, where relevant
  • Where appropriate source and book meeting venue
  • Provide logistical support whilst visits take place such as stakeholder travel and reimbursement; comprehensive notetaking; and venue liaison.
  1. Organise in-person and online events logistics.
  • Source and book venues, arrange catering, arrange printing (banners, documents, name tags), liaise with the supplier.
  • Support the THET Operations Officer and grant manager or CD with invitations.
  • Support the Travel and Logistics Consultant with travel and accommodation for THET staff, consultants and external s stakeholders.
  • Assist with the development of event briefing materials.
  • Provide logistical support on the day, such as point of contact with venue supplier; IT arrangements; registration; stakeholder travel reimbursement; comprehensive notetaking; and venue liaison
  1. Secretariat to the National Oversight Mechanism (NOM)
  • Liaise with the THET grant manager or M CD to prepare the agenda and briefing materials for NOM meetings.
  • Where appropriate, source and book meeting venues
  • Support the grant manager and CD Take clear and comprehensive notes, share them with the team and follow up on action points

. • Organise honoraria payments and expense reimbursements, liaising with NOM members.

  1. Provide support to the grants management function
  • Support the Grants Manager and international team with grants management travel and logistics, particularly for the M&E visits.
  • Compile aggregated data from grant holder reports.
  • Take clear and comprehensive notes in grant holder meetings where required
  1. Support the In-Country Operations Officer
  • Provide ad hoc administrative and Finance as necessary
  • Receive and review all payment requests from THET, MOHD & KGHP
  • Ensure that the payment requests are properly documented and then initiate the payment authorization process.
  • Route the payment requests to the designated approvers in Country Level for their review and authorization.

Follow up with approvers to ensure timely processing of the payment requests. Gather all the necessary documents, such as invoices, contracts, and expense reports, required to process the payments. PERSON SPECIFICATION

Person specification Essential Desirable
 

Qualifications

 

 

 Degree, Diploma / Advanced Diploma in a relevant discipline Somaliland Certificate of Education  

Advanced Diploma in a relevant discipline

 

Experience

Experience of working in a team environment.

Budget preparation, tracking or monitoring.

Preparing written communications to a range of audiences.

Experience of working in an office environment

Experience of working with international colleagues

 

Skills

 

 

 

 

 

Excellent command of written/spoken English.

Excellent administrative and logistical skills.

Well-developed IT skills and competence, Microsoft Word, Excel and PowerPoint

Excellent time management skills and ability to manage competing deadlines.

Team player able to work independently

Good Admin & Finance skills.

Ability to write clear and concise briefings.

Ability to analyse, synthesise and communicate complex issues in a clear manner.

Excellent interpersonal skills and confidence

 

Values

Strong commitment to THET’s cause and values.

Highly motivated self-starter.

Flexible and adaptable.

How to Apply:

Interested ‘Candidates’ should submit his/her Application (merged Cover Letter &CV) for this part-time vacancy to recruitment-som@thet.org not later than ‘Closing Date’: Saturday 15th , June 2024 with subject line as “FINANCE & ADMIN ASSISTANT