Program Associate, Ethiopia

Vital Strategies is an international public health organization. Our programs strengthen public health systems and address the world’s leading causes of illness, injury and death. We currently work in 73 countries, supporting data-driven decision making in government, advancing evidence-based public health policies, and mounting strategic communication campaigns. Vital Strategies’ priorities are driven by the greatest potential to improve and save lives. They include non-communicable disease prevention, tobacco control, road safety, obesity prevention, overdose prevention, environmental health, and vital statistics systems building. Our programs are primarily concentrated in low- and middle-income countries in Africa, Latin America, Asia and the Pacific. Please visit our website at www.vitalstrategies.org to find out more about our work.

At Vital Strategies, we believe that everyone, everywhere, deserves to be protected by a strong public health system. That means striving to build a workforce that reflects the diverse communities in which we serve. Vital Strategies is an equal opportunity employer. Every qualified applicant will be considered for employment. Vital Strategies does not discriminate based on race, color, religion, gender, sexual orientation, gender identity, age, national origin, marital status, disability status, political ideology, or any other characteristic protected by law.

About Lead Poisoning Prevention Program:

Vital Strategies is expanding our program that addresses the issue of lead poisoning in low- and middle-income countries. We plan to build upon existing efforts and interest by collaborating with governmental agencies in countries in Africa, Asia, and Latin America to strengthen health systems and build local expertise in childhood lead exposure to enact sound, cost-effective policies to address exposures.

Job Purpose:

The position ofProgram Associate, Ethiopia for the Lead Poisoning Prevention Program, Ethiopia is a new position for Vital Strategies. The Program Associate will offer administrative, operational and logistical support to the Program Manager including assisting with procuring and contracting goods and services, scheduling meetings and maintaining calendars, coordinating travel and logistics, and planning events, among other duties. This role involves coordinating with the program team, government officials (as needed for operations), and field surveillance teams.

Duties and Responsibilities:

Program Operations -

• Assist the program team in operations and procurement, including venue selection, logistical arrangements for meetings and events, and ensuring all necessary arrangements are in place
• Assist in coordinating participant invitations, managing attendance lists, and preparing meeting materials to ensure smooth execution
• Facilitate communication with stakeholders, the printing of materials, and coordinate travel and logistics (hotel booking, transport, and reimbursements) for in-person meetings, trainings, and workshops.

Administrative Support -

• Provide administrative support to the program team, including processing correspondence and filing procurement requisitions as per organizational protocols.
• Assist with coordinating procurement and the distribution of field supplies, equipment, and training materials.
• Draft correspondence independently or based on instructions and redirect as appropriate, bringing urgent matters to the attention of the supervisor.

Financial Coordination -

• Coordinate the processing of invoices for program team members and vendors, working closely with the finance and operations teams
• Track invoice submissions, liaise with finance and accounting, and address any questions or issues related to payments
• Compile support documentation for financial payments and process purchase orders
• Provide administrative support to project team members for timely reimbursements and payments

Stakeholder Coordination -

• Manage travel arrangements for the team, including handling cancellations or changes in travel plans.
• Assist in follow-up with vendors, government agencies, and field teams to ensure smooth operations.

Documentation -

• Maintain detailed program records and documentation, ensuring all records are accurate and up to date;
• Support the team by suggesting some administrative improvements in line with program norms;
• Conduct data entry as and when needed to support the program activities, reporting, monitoring, and evaluation;
• Assist with additional tasks as assigned by the supervisor to support overall program effectiveness.

Qualifications:

Education -

• Bachelor’s degree in a related field required.

Skills & Abilities -

• Strong organizational and time management skills to manage program activities, logistics, and documentation;
• Excellent written and verbal communication skills to interact professionally with government officials, program partners, and vendors. Professional oral and written proficiency in native language. Competence with English is preferred. Ability to draft official correspondence independently is a plus;
• Exceptional attention to detail to ensure accuracy in documentation, financial processing, and logistical arrangements;
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant administrative tools;
• Ability to collaboratively work with cross-cultural and cross-functional internal teams and external partners in various time zones;

Experience:

Required -

• Minimum three years of work experience; working in public health, public policy, international development, and/or non-profit;
• Experience in invoice tracking, processing and managing including- invoice processing, tracking payments, and managing purchase orders. Ability to assist with budget planning and procurement coordination for program activities.

Preferred -

• At least one year of work experience with the government;
• Experience working collaboratively and remotely with internal and external team members to provide administrative support on time;
• Experience using platforms such as DocuSign, CLM, NetSuite, Monday, Airtable, and Slack is a plus;
• Ability to draft official correspondence independently is a plus.

Working Conditions and Physical Requirements:

• This is a full-time position that will be based out of the Vital Strategies Office located in Addis Ababa, Ethiopia;
• This Vacancy Advertisement is open to Ethiopian Nationals and candidates holding a valid work resident permit for Ethiopia;
• Limited work-related travel based on program needs;
• Vital Strategies strongly encourages qualified female candidates to apply.

How to apply

How to Apply (EXTERNALLY):

Vital Strategies has engaged Ethio Jobs for this search. To learn more about this opportunity and apply, please use the link below. We will continue to receive and review applications until the position is filled.