Project description

Meeting Targets and Maintaining Epidemic Control (EpiC) is a global project funded by the US President's Emergency Plan for AIDS Relief (PEPFAR) and the US Agency for International Development (USAID). It provides strategic technical assistance and direct services to achieve HIV epidemic control among all populations at risk; strengthen global health security (GHS), including epidemic response; expand tuberculosis (TB) detection and treatment; improve maternal and child health (MCH); fight malaria; and promote health system strengthening (HSS), including supply chain management.

In Haiti, EpiC will work to restart and provide essential life-saving activities to contain the spread of new HIV infections and sustainably support people living with HIV (PLHIV), including prevention/PrEP services for pregnant and breastfeeding women, prevention of mother-to-child transmission (PMTCT), HIV case identification, HIV care and treatment, TB/HIV co-infection, advanced HIV case management, and health information management. All activities will be closely coordinated with the National AIDS Control Program (PNLS), the National Public Health Laboratory (LNSP), and departmental health directorates.

Job description

The Office Coordinator, North, will perform a range of administrative and support tasks at the EpiC-HIV Haiti project office in the North. He/she will ensure compliance with FHI 360 and USAID procedures, rules, and regulations. Tasks may include using office software, compiling files, organizing and maintaining files, and posting information. He/she will work closely with the FHI360 office in Port-au-Prince and national and regional offices to monitor, ensure, and prepare internal reports.

The position reports to the Associate Director for Programs, based in Port-au-Prince.

**The position is based in Cap-Haitien, Haiti, at the FHI 360 office. Preference will be given to Haitian nationals.

Main responsibilities

• Serve as the primary point of contact in the North Office, including for calls and visitors.

• Review data and information to ensure completion and accuracy using organizational guidelines.

• Serves as security point of contact for the north office. Implement office security measures in accordance with senior security staff and HQ global security policy and guidance.

• Coordinate logistics and communication for internal and external trainings and meetings.
• Maintain schedule and manage appointments effectively.

• Perform initial verification of travel/mission reports and supporting documents.

• Ensure that communications are received and sent promptly and accurately.

• Prepare routine administrative correspondence

• Type and format various documents, scan and/or photocopy administrative documents

• Ensure efficient filling of project documentation, including hard copies and soft documents.

• Collect and compile travel plans every month

• Be the primary point of contact for external and internal travelers visiting the office and sites in the north region, coordinating smooth and safe travel logistics such as lodging and transportation.

• Work on daily travel arrangements in conjunction with drivers and travelers, following security guidance

• Coordinate with vendors including collecting quotes, communication, receiving supplies and equipment, and collecting and saving relevant documentation.

• Oversee equipment management and maintenance for the office, including vehicles fleet, in coordination with drivers, vendors and externally contracted services.

• Keep office inventory up to date; identify office supplies needs and initiate procurement requests.

• Coordinate upkeep of the office space and external premises, including supervision of the cleaner.

• Ensure proper management of petty cash and checks log.

• Perform any other administrative tasks as requested.

Education, Skills, and Experience

• Associates Degree required; Bachelor's degree or international equivalent in business administration or a related field preferred.

• At least five (5) years of relevant experience as an administrative assistant or similar position, including experience working on logistics, office management, security, travel coordination, and/or other project coordination tasks.

• Experience working in health-related fields, for international organizations and familiarity with USG funded projects is preferred.

• Fluency in written and spoken French, Creole required; Advanced English preferred.

• Proficiency in IT tools (independent use of Microsoft Office applications, i.e., Office 365, SharePoint,

• Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

• Good communication and writing skills;

• Good knowledge of administrative office management procedures and filing systems;

• Respect for confidentiality;

• Good communication and collaboration with colleagues;

• Strong team player; sense of initiative;

• Ability to travel to other cities in the country, if necessary