The Haiti Strategic Health Information System Program (HIS) is a five-year, $11.5 million cooperative agreement funded by USAID to build the capacity of Haiti’s Ministère de la Santé Publique et de la Population (MSPP) to take ownership of a comprehensive health information system that enables the integration of health records across various digital and paper-based reporting platforms. The program will support the MSPP in drafting an effective eHealth Policy to address interoperability and set data standards; strengthening Haiti’s national health information system—the System d’Information Sanitaire Nationale Unique, or SISNU—by addressing information and technical gaps; and promoting data-driven decision making at national and departmental levels. In turn, the HIS team will help the MSPP analyze the data provided by the improved national health information system and then use this information to provide better quality care and treatment to the Haitian people.
Fonctions
The position is based in Petion-Ville and reports directly to the Finance and Administration Manager (FAM). The holder of this position will be responsible for the administrative and organizational management of the office. The ideal candidate will be experienced in handling a wide range of administrative tasks, will be well organized and flexible, and will enjoy the challenges of supporting a small office of diverse people and activities. The Administrative Assistant’s responsibilities include but are not limited to:
• Assist the FAM and the FAM office staff with daily schedules and duties, to include managing their calendars, commitments, and travel;
• Provide general administrative support to include:
o Receiving and interacting with visitors;
o Answering and managing incoming calls;
o Maintaining paper and online records;
o Recording, transcribing and distributing notes/minutes of meetings;
o Assist in the planning and preparation of internal and external meetings, events, conferences, workshops;
• Perform general office/facilities management duties to include:
o Managing the project inventory, ensuring that all physical assets are marked with a unique identification number and labeled property of the client immediately upon receipt;
o Planning conference room allocations, layouts, and arranging for and supervising building maintenance; and
o Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
• Perform basic accounting functions to include:
o Managing the Petty Cash, including preparing bi-weekly reports;
o Reconciling invoices and filling out payments request with proper coding;
o Assist with entering and processing approved payments;
• Any other relevant tasks as assigned by the FAM
Qualifications Requises
• 3+ years of solid administrative experience
• Prior experience with international development and/or non-profit organizations, and/or working in a business environment
• Strong interpersonal, oral, and written communication skills in English and French
• Excellent organizational skills and attention to detail;
• Demonstrated ability to manage complex tasks and prioritize competing demands to meet deadlines;
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
