In partnership with the Ministry of Health and the US Centers for Disease Control and Prevention (CDC), ICAP will conduct a Population-based HIV impact assessment (PHIA) to estimate the population –level impact of the national HIV prevention, care and treatment programs in Haiti. The goal of this project, called PHIA, is to identify the national level key HIV-related outcomes, including HIV incidence, HIV prevalence and HIV viral load suppression, as well as prevalence of high-risk behaviors and uptake of HIV-related services. The objective of PHIA is to measure the reach of the country’s HIV prevention, care and treatment services, guide policy and set funding.

The Receptionist/Finance & Operations Assistant reports both to the Operations Director and the Finance and Administration Director and is responsible for providing a high level of general clerical and administration support, ensuring the smooth and efficient function of the ICAP office.

This position is grant funded.
MAJOR ACCOUNTABILITIES:
• Support the Operations Director and Finance & Administration Director in maintaining the office filing and document retention systems.
• Support the Operations Director and Finance & Administration Director in requesting, monitoring and ordering of specified equipment, materials, supplies and/or other services.
• Distribute mail and helps in the triaging of all correspondence.
• Perform errands that assist daily functions: post office, business phone calls, etc.
• Perform general reception duties, greets and assists visitors, answers phones cordially, takes messages as needed, direct calls to respective staff and attends to inquiries.
• Support the Operations Director in providing technical support and assistance in monitoring of utilities and office building services.
• Assists the Operations Director in performing smaller purchasing duties for designated equipment, materials, supplies and/or other services.
• Helps in coordinating arrangements and sets up trainings and workshops, which include bookings, confirmations and transport arrangements.
• Helps to print, prepare and assemble training materials.
• Where possible, coordinates all travel arrangements for ICAP staff and visitors, both local and international.
• Supervises the day-to-day cleaning and maintenance of ICAP Haiti office and equipment.
• Assists office staff in filing, photocopying and other general office duties when required.
• Any other duties as assigned.

QUALIFICATIONS AND EXPERIENCE
• Minimum diploma Business Administration and Secretarial Studies or equivalent qualification
• Minimum 3 years’ experience in a similar position in an International Organization
• Knowledge of United States Government standard provisions and rules and regulations

REQUISITE KNOWLEDGE, ABILITIES AND SKILLS
• Good interpersonal skills
• Effective writing, verbal and listening communication skills in English and French; knowledge of Haitian Creole an asset
• Very well organized and strong time and task management skills
• Willingness to be flexible and adapt to changing priorities
• Honest and trustworthy, with sound work ethic
• Ability to work with minimum supervision