Administration and Finance Associate, Gaborone, Botswana

Overall Responsibilities

The Associate assists with the implementation of project activities by providing administrative, financial and logistical support to the Botswana country programs. Under the direction of the Botswana Country Lead, s/he provides all secretarial and logistical assistance, maintaining efficient office operations – copying/filing of documents, managing reports and resources, scheduling and coordinating meeting/events and administratively supporting programs. The Associate ensures that administrative systems are conducted according to MSH policies and procedures and in compliance with USAID regulations and consistent with BLC standards. The Project Associate is aware of, and adheres to, MSH’s Procurement Integrity standards in all activities.

Specific Responsibilities

Administrative

• Serve as administrative backstop to project activities providing administrative and logistical support to country lead and technical advisors. Coordinate meetings, trainings and workshop logistics, including scheduling, facilities set-up, catering, and equipment needs, and minutes recording. Provide administrative support for BLC Botswana initiatives on project’s streamlining of systems standards, and on internal surveys or assessment needs.
• Conduct and/ or support any special projects, reports, and other duties as assigned
• Under the direction of the Botswana Country Lead assist with all aspects of general office coordination for the supported programs
• Support country/program area leads in coordinating appointments, preparing/disseminating materials, formatting letters, technical documents, reports and presentations
• Book venues, order food, and arrange for transportation as necessary.
• Schedule and assist with teleconferencing and videoconferencing facilities.
• Attend meetings and take minutes and action points for all supported country /program areas; write up minutes according to a set template; track action points for follow-up.
• Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing.
• File and retrieve organizational documents, records and reports. This will include but not limited to ensuring trip reports, weekly updates and quarterly reports files are kept up to date.
• Edit and modify documents such as, draft reports, correspondence/letters and other project reports using word processing, spreadsheet, database and/or other presentation software.
• Conduct literature searches, compile and enter data and prepare reports as requested.
• Ensure relevant activities are uploaded and kept up to date on the BLC shared calendar and contact list
• Provide other administrative assistance to Regional Program Specialist.

Travel and Logistics

• Provide logistical support to permanent and visiting staff in the MSH Botswana office.
• Support and contribute to the preparation of workshop agenda and any necessary technical materials. Coordinate follow-up correspondence with participants as required.
• Complete activity profile and budget forms and submit as required for all trips and activities planned. Ensure all technical advisors in the unit submit required activity profiles and supporting documentation

Procurement and Inventory management

• Coordinating all purchasing and support services concerning goods and services, and the internal control mechanisms for storage and reporting of the same, for all MSH Botswana Projects.
• Ensure that MSH and donor  procurement  policies and procedures are adhered to
• Keep an updated spread sheet of all the project assets in the country, keep a record of cell phones and data card allocation

Accounting

• Preparation of payment vouchers and ensuring correct coding, description and referencing of transactions on all receipts
• Responsible for collecting of all invoices, bills, payment requests and ensuring that service has been provided, invoices are accurate and adequately supported and forwarding to the Pretoria office
• Responsible for sending proof of payment to service providers
• Carry out additional responsibilities as assigned by Supervisor
• Coordinate financial management and logistics for workshop activities for Botswana in compliance with donor’s and MSH regulations. 

Qualifications

• Bachelor’s degree in business management/ administration, accounting, logistics and/or equivalent relevant qualification
• Experience in providing administrative or program assistance, preferably in a non-governmental organization
• Excellent interpersonal skills; demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants
• Strong organizational skills, attention to detail, and the demonstrated ability to work effectively and independently under time constraints
• Computer skills in word processing, database, presentation, and spreadsheet applications; Microsoft Office preferred, along with ability to learn new software packages
• Knowledge of accounting packages would be a distinct advantage
• Demonstrated ability to work as an effective team member in a complex and fast paced environment
• Preference will be given to Botswana resident.

Background Information

With funding from the USAID, Management Sciences for Health (MSH) implements the Building Local Capacity for Delivery of HIV Services in Southern Africa Project (BLC). The project assists governments and civil society organizations to strengthen their technical and leadership management capacity to deliver quality, accessible, and sustainable HIV and AIDS services. The BLC project operates from a regional office in Pretoria, South Africa, and has country operations in Angola, Botswana, Lesotho, Namibia, South Africa, and Swaziland, implementing projects in four areas: capacity building; HIV prevention; care and support for orphans and vulnerable children; and provision of community-based care. In Botswana, BLC activities will focus on:
1) Working with the MOH to complete the Quality Improvement Leadership process with selected hospitals. Part of this work will facilitate and, in collaboration with the MOH, institutionalize the quality improvement process within the facilities, districts, and MOH;
2) Improving the response to HIV through strengthening leadership and management of District Health Management Teams (DHMT) in the selected districts;
3) Working with CSOs in selected districts to improve HIV services to Key Populations; and
4) Collaborating with government partners and USG to develop a national Gender Based Violence (GBV) toolkit and training materials

Notes

There are no relocation allowances and benefits available for this position

Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, national origin, citizenship, physical or mental handicap, or status as a disabled or Vietnam Era veteran of the U.S. Armed Forces.

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