Management Sciences for Health

  • Administrative Coordinator

    Grade
    D
    Job ID
    13-10467
    Location
    Bangladesh-Dhaka
    # of Positions
    1
    Group/Office
    TEG (Technical Excellence Group)
    Dept/Unit
    TEGGEN - Technical Excellence Group
    Project/Program
    A584 - MTaPS
    Application Due Date
    2019-01-21
    Reports To
    COMU Manager
  • Overview

    The Administrative Coordinator supports the day-to-day management of the MTaPS program. S/he assists the Country Project Director (CPD) to ensure that the MTaPS Bangladesh communicates effectively and timely to all key stakeholders, such as USAID, MTaPS home office, MTaPS partners, various Government agencies and other organizations. S/he will work closely with the MTaPS Bangladesh management team to ensure coordinated communication with the technical teams and field office staff including keeping an updated calendar for monitoring key project events and deliverables and submission of reports, internal and external, as well as timely completion of action items originating from management meetings.

    Specific Responsibilities

    Administrative Support

    • Provide support to the CPD in overall project management functions. Schedule and attend MTaPS Bangladesh management team meeting and other ad-hoc meetings as required. Produce and distribute minutes/meeting notes as assigned;
    • Work closely with MTaPS management and technical teams during annual work planning and budgeting processes and provide administrative and technical support;
    • Develop and manage action item trackers and follow-up on action items through their completion with the person/s assigned;
    • Assist the CPD in managing email, organizing project information, resources, and staff to respond to time sensitive requests;
    • Manage and ensure that all requests for technical, contractual, financial and operational assistance are being attended to and are executed in a timely and efficient manner;
    • Support the CPD in managing the staff performance review process.

     

    Logistical support

    • Calendar and Travel Management - Prepare & maintain events calendar of MTaPS activities & updates regularly, schedule meetings, travel, and transportation;
    • Ensure efficient utilization of project resources through coordination of travels for the CPD;
    • Keep track of visitors and arrange vehicle pick up & drop off from airport, local travel and accommodation.

     Communications Support

    • Communicate with MTaPS home office and MTaPS Bangladesh field staff to ensure information flow and effective project support and follow-up;
    • Develop and manage filing system, record and file meeting discussions, manage action item trackers, manage approval processing for the CPD;
    • When assigned, disseminate programmatic and administrative information to internal and external audience on behalf of the CPD;
    • Coordinate with all relevant teams within MTaPS/Bangladesh office to manage and ensure documentation and file retention of all electronic and hard copy materials relevant to the project's technical and administrative operations, including MOUs, technical reports, and monthly reports;
    • Assist the CPD to manage reporting, including transcribing, formatting, editing, collecting, and compiling information, coordinating presentations and reports; and, managing reporting schedule;
    • Handle distribution of publications/correspondence including address labels, envelopes and processing them for mail and maintain records for the same.

     

    Qualifications and Experience

    Education

     

    • Bachelor's degree in public health, social science, communications, business administration, or related field.

     Experience

    •  Min 2 years of experience;
    • Previous USAID experience strongly preferred.

     

    Knowledge and Skills

    • Excellent organizational skills, demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet competing deadlines with attention to detail and quality of work;
    • Excellent computer skills in Microsoft Office applications, in particular Word, Excel, PowerPoint, Visio, and Outlook;
    • Excellent ability to communicate clearly and concisely in written and spoken English; English language proficiency required; additional proficiency in Bangla a plus;
    • Demonstrated ability to successfully participate on teams that respond to and meet the challenges of working together in a fast-paced work setting with technical staff;
    • Excellent interpersonal skills and demonstrated ability to interact professionally with culturally and linguistically diverse staff, clients and consultants.

    Core Job Competencies:

    Functional competencies:

    • Detail-oriented with excellent interpersonal skills and ability to work in a team. Demonstrated organization, planning, time-management, and problem-solving skills; Ability to prioritize tasks and to take initiative. Demonstrated customer service excellence;
    • Ensuring delivery of results: client focus, information sharing, priority setting, and problem solving;

    Core personal competencies:

    • Ethics and values, integrity and trust, sound judgement, ability to work in a team-oriented environment; excellent listening, oral and written communication skills;

    Core MSH competencies:

    • Adaptability, communication, problem solving, creativity and innovation, timeliness of work, quality of work and team relationships, resource utilization.

    Background Information

    Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health. Since its founding in 1971, MSH has worked in over 150 countries with policy makers, health professionals, and health care consumers to improve the quality, availability and affordability of health services. Working with governments, donors, non governmental organizations, the private sector, and health agencies, MSH responds to priority health problems such as HIV & AIDS; tuberculosis; malaria; maternal, newborn and child health; family planning and reproductive health; and chronic non-communicable diseases such as cancer, diabetes, and lung and heart disease. Through strengthening capacity, investing in health systems innovation, building the evidence base, and advocating for sound public health policy, MSH is committed to making a lasting difference in global health.

    The goal of the USAID’s Medicines, Technologies and Pharmaceutical Services (MTaPS), a global five year Program is to help low- and middle-income countries to strengthen their pharmaceutical systems to ensure sustainable access to and appropriate use of safe, effective, quality-assured, and affordable essential medicines and pharmaceutical services. MTaPS implemented by Management Sciences for Health (MSH) and its partners will provide technical assistance to the Ministry of Health and Family Welfare (MOHFW) and its directorates e.g. Directorate General of Health Systems (DGHS), Directorate General of Family Planning (DGFP), Directorate General of Drug Administration (DGDA) and others including the National Tuberculosis (TB) Program and maternal, neonatal and child health program to strengthen pharmaceutical systems including supply chain, information, and regulatory systems.

    EEO Statement

    Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or veteran status.

    Reports To

    COMU Manager
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