On the heels of the tragic earthquake of 2010, J/P HRO mobilized a rapid and effective response to save lives and to manage the Pétion-Ville Camp, which swelled to nearly 60,000 displaced earthquake survivors. J/P HRO quickly expanded its services in step with the needs on the ground, working to revitalize local Haitian communities through focused programs including: camp and relocation management, medical clinics, education, community development and livelihoods and engineering, rubble removal and reconstruction. The Organization is looking for: One (1) Administrative Assistant, based at Delmas.
Summary

The Administrative Assistant will work with the PS Director, the PS Managers and will interact with other program support staff. S/He is responsible for providing administrative support to the Program Support Director and to the PS Managers, ensuring smooth and timely flow of work and help maximize PS Director productivity at all items; S/He will also be required to support PSD for carrying out various all tasks and assisting with the day-to-day efficient operation of the PS departments.

Sous la supervision du Program Support Director the responsibilities of the Administrative Assistant are as followed:
• Assist the Program Support Director in providing essential logistics, administrative, IT and Human Resources Management support required for the implementation of the programs strategy
• Ensuring PS Director work is planned and organized in a way which will meet the needs of colleagues within the organization in the most effective manner possible;
• Assist the PS Director to liaise with the Legal Firm to ensure all legal related issues are monitored and actions or court cases are dealt with promptly and efficiently
• Support the Program Support Director in the preparation of all documentation required for key decision making as required;
• Support the roll out of the recently revised Structure, ensuring proper monitoring of the timeframe preparing logistics for training of roll out
• Ensure follow-up with the PS Managers to ensure adherence to reporting requirements and deadlines;
• Assist PS Director by reading, researching, and routing correspondence; drafting letters and documents;
• Monitor PS Director mails to flag action items as requested
• Provide a bridge for smooth communication between the Program Support and other departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Review correspondence or information materials relevant to the area of work prepared by other support staff;
• Ensure that all documents submitted for the PS Director approval/signature are complete and respond to JP/HRO’s policies;
• Ensure necessary records are maintained that can readily provide current, accurate and accessible information;
• Take minutes of meetings and follow up on to-do items as needed;
• Maintain calendar for the PS Director using electronic calendaring system;

• Bachelor’s degree in a relevant Field
• Computer literacy; experience of Word, Excel, PowerPoint, access database software etc... (Essential)
• Excellent administration and secretarial skills (required)
• Excellent verbal and written communication skills (Essential)
• 3-5 years of relevant experience in Administration
• Fluency in English, French and Creole
• Should have demonstrate experience of working in a similar role at a comparable level in the NGO’s sector (Essential)

PERFORMANCE COMPETENCIES AND CRITERIA:

• Must be creative
• Ability to exercise good judgment in a variety of situations
• Strong written and verbal communication skills
• Strong administrative, and organizational skills
• Ability to maintain a realistic balance among multiple priorities.
• Able to work under pressure
• Must be able at times to handle a wide variety of activities
• Capacity to handle confidential matters with discretion.
• Strong computer and Internet research skills required
• Flexibility
• Excellent interpersonal skills
• Excellent project coordination experience
• Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
• Sensitivity to confidential matters may be required.

To apply for this position please submit your application including motivation letter, resume and copy of diplomas