Jobs at mothers2mothers

Job Description

• The primary function of the Executive Assistant to the Director is to provide a professional and comprehensive executive assistance service to the Director: DPTS, including critical organisation-orientated support such as secretarial and administrative tasks, stakeholder relations management and dealing with strategically sensitive and confidential information. 
• The Executive Assistant also performs a Board liaison role for the Global Programme Committee, liaising with Committee members as required, scheduling committee meetings and providing administrative support to the Chairman of the GPC.
• The Executive Assistant has line management responsibility for the WC/HO Driver/Logistics support assistant, and in this capacity holds oversight of the deliverables of the WC/HO Driver/ logistics support assistant, the co-ordination of site-visits for internal and external stakeholders and the support provided to the Innovation Hub Team. 
• The Executive Assistant is responsible for WC/HO fleet management. 
• The Executive Assistant is responsible for the line management of the DPTS Team Administrator who provides administrative support to the DPTS team.

Key Performance Areas:
Assistant to DPTS Director:

• Lead diary management and scheduling of internal and external meetings which would include inter-departmental meetings. 
• Assist with all travel planning and accommodation bookings by making sure the required schedule is liaised with the Travel coordinator.
• Sending out correspondence and liaising on behalf of DPTS
• Act as point person for all documentation, to be signed off by the DPTS Director
• Attending meetings, taking detailed minutes as required with action plan and follow up on progress of action plan.
• Liquidation of Travel Expenses 
• Liquidation of all Credit Card Expenses
• Monitoring, screening and responding to and distributing incoming written communication with understanding of different sectorial sensitivities.
• Manage and maintain Director’s schedules; appointments; internal and external meetings and associated travel arrangements (local and international)
• Effectively dealing with incoming issues and requests, managing the lead times in the context of deadlines provided or expected.
• Attend to and use own initiative to respond to and mange inquiries and requests.
• Meeting and event co-ordination

Administrative support to DPTS Team:

• Meeting scheduling and coordination, including taking minutes and distribution thereof.
• Coordination and constant follow-up of activities
• Point person to DPTS team, for all documentation which requires Director’s attention.
• Point person for Country Teams that requires action on all documentations to be signed by the Director.
• Liaise directly with the Country Directors to schedule meetings or coordinate activities on behalf of the Director.

Line and Fleet Management Responsibilities:

• Line management of the WC/HO Driver and Team Administrator
• Fleet Management of the WC/HO Fleet

System Innovation:

• Advise and recommend new features or changes to team administration systems, processes or knowledge sharing sites/portals. In collaboration with line manager design, implement and rollout these recommendations to the team.

Board Liaison:

• The Executive Assistant also performs a Board liaison role for the Global Programme Committee, liaising with Committee members as required, scheduling committee meetings and providing administrative support to the Chairman of the GPC

Job Requirements

Qualification and Experience:

• Degree or Diploma in Administration or related field
• At least 7-10 years’ experience
• Excellent working knowledge of and experience in using MS Office suite, videoconferencing skills (Teams / Zoom etc).
• Working knowledge of SharePoint and OneDrive

Competencies:

• High attention to detail
• Attend to and use own initiative to respond to and manage enquiries and requests.
• Complex long-term calendar management, across time-zones
• Team player, self-motivated, creative, resourceful, flexible, energetic with sound judgment
• Results-oriented with the ability to manage decisively and motivate staff to perform optimally.
• Strong management skills and high level of personal integrity
• High ability to multi-task
• Flexible with ability to work under pressure. 
• Excellent verbal and written English communication skills. 
• Excellent organisational skills and ability to manage multiple concurrent tasks and deadlines.
• Ability to create structure and work in structured ways.
• Strong stakeholder relationship skills
• Ability to work within a matrix management structure.

Closing Date

10/7/2023

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Job Description

• The Chief of Party has overall responsibility for administration, programme management, performance monitoring and technical implementation and oversight of all aspects of the USAID-funded Children, Adolescents, and Families in the HIV Epidemic Activity in Limpopo Province. S/he serves as the principal institutional liaison to USAID/SA and has regular and transparent communication with the USAID/SA Agreement Officer’s Representative (AOR). 
• The Chief of Party provides strategic leadership for the programme. S/he has overall operational, financial, and management responsibility over the programme, links with and manages the project key personnel technical specialists and is ultimately responsible for delivering agreed outputs and outcomes on time and on budget. The position is responsible for ensuring the programme adheres and complies with all donor requirements and regulations.

This position is based in Limpopo Province, and reports to the South Africa Country Director.
Key Performance Areas: 
Leadership and Management of Activity:

• Lead/conduct the development, implementation and review of the activity’s operational plans, including annual workplan and budget, aligned to donor priorities. Develop and/or oversee development, and ensure the timely submission, of high-quality donor reports, record-keeping, and compliance to all relevant donor requirements. 
• Oversee project monthly workplans and project teams, monitor project milestones and deliverables development.
• Facilitate the employment, development, and performance management of high-performing activity staff, improving organizational, team, and individual performance while promoting teamwork and the values, mission, vision and culture of m2m at all levels.
• Build, maintain and manage effective and efficient operating systems to support programme service delivery such as finance, administration, IT, subaward management, and HR. Ensure the sound development, implementation and ongoing evaluation of all operating systems, policies and procedures to comply with organisational policy, donor regulations, and terms and conditions of award.
• Ensure the effective use of financial resources at all levels (including the utilisation of budget tracking, expenditure analysis, and forecasting) to support programme service delivery, holding fiduciary responsibility for the project. Work closely with Finance and Operations Manager to monitor project spend, foreign exchange fluctuations, and communicate regularly to USAID on project’s financial status. Monitor, with Finance and Operations Manager, subaward compliance and budgets.
• Accountable for project milestones and results in line with set service and impact targets 
• Direct and manage use of project resources and finances in line with implementation plans and within approved budgets; ensuring adequate project controls, processes and procedures to promote compliance and stewardship of resources. 

Stakeholder Relations and Engagement:

• Represent m2m and the activity with national, provincial, and district stakeholders, partners, government, and USAID/PEPFAR in support of activity objectives, ensuring smooth operation of project and active involvement in key provincial processes. 
• Relationship holder with USAID AOR, maintaining frequent communication and ensuring AOR is abreast of and supportive of all project activities, and a promoter of the activity within the mission. 
• Serve as key relationship holder with sub-partners and other key partners for project activities. Lead project collaborative activities with sub-partners.
• Identify successes, challenges, lessons learned, and make recommendations; represent project in conferences and external fora.

Program Delivery:

• Oversee design of the project. Manage ongoing implementation of programming and oversee quality implementation of existing program services through programmatic assessment and evaluation. Lead project adaptations and improvements to respond to PEPFAR priorities.
• Lead programmatic aspects of project evaluations and knowledge management in collaboration with Strategic Information Manager and Senior Program Manager 
• Provide programmatic leadership of quality assurance/quality improvement in collaboration with technical support staff. Design and implement, with technical staff, corrective actions to improve project performance.
• Oversee, with technical staff, sub-partner performance and contribution to project outcomes. Implement corrective actions to improve sub-partner performance.
• Facilitate knowledge sharing and learnings across the project.

Job Requirements

Qualifications and Experience:

• A minimum of a bachelor’s degree in public health, Health Administration, Management, Social Work, or Business Administration with a focus on public health, social sciences, or related field, A master’s degree is preferred. 
• A minimum of ten years of experience with progressively increasing responsibility designing, implementing, managing and leading large development involving multiple partners, stakeholders, and geographic target areas in South Africa.
• A minimum of five years prior experience as a Chief of Party or similar leadership role of a large public health (preference for OVC) program or activity funded by PEPFAR. Demonstrated experience managing large budgets (above $10M).
• Demonstrated ability through previous experience leading a technical activity through evidence and data driven decision making.
• Demonstrated ability through previous experience to liaise with senior government officials, dignitaries, executives of NGOs, FBOs, CBOs, and the for-profit business community, and senior members of the donor community; and Sound experience in working in a senior leadership/ management and/or technical advisory role.
• Strong understanding of the South Africa health care delivery system and relevant PEPFAR guidelines.
• Demonstrated ability through previous experience to establish and maintain productive working relationships with a wide network of partners and stakeholders.
• Excellent experience with managing project cycles including conceptualization and implementation, monitoring and evaluation. 

 Competencies

• Demonstrated ability to design and lead execution of efficient project operations. 
• Dynamic, innovative, results and action-oriented leader 
• Excellent organizational and interpersonal skills with experience managing human resources. 
• Excellent written and oral presentation skills in English
• Excellent working knowledge of and experience in using MS Office suite and ideally an understanding of statistical packages such as SPSS, Epi-Info, etc.
• Possession of own car and valid driver’s license beneficial
• Internal/External Relationships

Internal relationships:

• Works directly with the project team, most closely the senior management team.
• Works closely with Head Office Operations, Finance, HR, and DPTS, specifically Senior Portfolio Lead, Finance Business Partner, HR Business Partner, Senior Technical Advisor, and SI Lead. Occasional work with Resource Mobilization team to foster private sector partnerships to complement project work.
• Works with South Africa Country Director and other country program staff as relevant

External relationships:

• Department of Health and Social Development (National and Provincial) & Local implementing partners
• Funders – direct relationship holder with USAID AOR, M&E team and others
• Other Stakeholders: funders, organisations doing similar work, tertiary institutions, research organisation, etc.

Closing Date

3/7/2023

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• The role of the Research Field Worker is to support mothers2mothers’ Department of Programmes & Technical Support (DPTS) in conducting quantitative research at baseline aimed at evaluating the impact of project AMPLIFY. The field workers will be responsible for conducting surveys with GBMSM clients and Family clients enrolled in the AMPLIFY project. This will include introducing the study to the participants, taking them through the information sheets and signing of the consent forms, conducing the survey and client referrals. The surveys will be conducted either at the facility and in the community or at a place where the client and the field worker agree to conduct the survey. This position reports to EOR Consultant

Key Performance Areas:
Conduct Baseline Assessments 

• Participate in Protocol, and data collection/Survey training
• Engage daily with the Family and Life Mentors to get details of AMPLIFY clients who have agreed to the research.
• Contact clients who agreed to participate in the study to arrange meeting venue for assessments.
• Introduce and share information about the study with the research participants.
• Go through the consent forms with the participants and facilitate signing of the consent form.
• Complete survey questionnaires with clients
• Conduct surveys with participants who have consented to participate in the study.
• Refer participants for psychosocial support at health facility if and when required.
• Provide field notes and updates to the EOR Consultant and the project team weekly.

Quality assurance and Improvement 

• Conduct daily verification to ensure accuracy and completes of all information captured on the system Redcap
• Ensure meeting of daily targets for assessments
• Consolidate and submit weekly reports 

Administration 

• Attend weekly project meetings and QAQI sessions as required. 
• Weekly check-ins with the EOR Consultant
• Timely submission of leave requests and monthly Timesheets
• Develop and share weekly schedule for clients to be assessed.
• Ensure proper use of organisation equipment – cell phones, airtime and data.
• Ensure proper filling of consent forms to maintain confidentiality

Training and Development 

• Participate in training and capacity building/mentorship activities to improve program service quality.

 
Job Requirements
Qualifications and Experience:

• A minimum undergraduate qualification in Social Science or Public Health or any health-related field.
• Proven track record in conducting field work/surveys.
• Experience in conducting/completing survey questionnaires using digital devices (tablet/laptop).
• The ability to conduct surveys with key populations such as GBMSM is a strong recommendation.
• Excellent communication skills.
• Ability to work well under pressure and meet tight deadlines.

Competencies

• Experience in research field work and conducting 
• Fluent in English and IsiXhosa (speak, read and write)
• Passion for HIV, GBV and LGBTI (MSM) related work 
• Ability to maintain confidentiality
• Good interpersonal and communication skills (non-judgemental, Empathetic, Dependable, Honest, influential, self-confident)    
• Vibrant and Dynamic (able to engage with various diverse groups)    
• Able to work in a team and independent
• Very responsible and accountable for his/her deliverables with high level of integrity
• Live within the project areas – Khayelitsha and or Gugulethu   

Closing Date

7/7/2023