Job Description

ICAP, a program of the Columbia University School of Public Health in New York, provides Technical Support to the Ministry of Health of Burundi to make HIV care services available and reduce the rate of morbidity and mortality related to HIV / AIDS in Burundi. The incumbent is part of the ICAP Burundi team which implements the RISE project and is committed to the implementation of the care for people living with HIV program. Under the supervision of the Operations Manager, the incumbent will be responsible for providing administrative support to the ICAP Burundi technical team at the central level. Major Accountabilities:
  • Facilitate communication within the technical team

  • Manage the agenda (key dates) of the technical team (meetings, trainings, missions)

  • Keep track of the various communications and remind the important dates of the meetings / technical meetings already planned, including the Webinars

  • Assist in administrative tasks such as scheduling meetings, note taking and Coordination of staff orientation

  • Provide logistical and clerical support to the program staff, Director" id="link" class="link">Technical Director and SI Director as needed

  • Organize and maintain files and records

  • Coordinate the monthly schedule and the drafting of the Terms of Reference of the activities of the support teams and the team of technical advisers

  • Organize missions (national and international travel) (travel authorization form, itineraries, hotel reservation, constitution of the administrative travel kit and provision of all relevant information)

  • Organize Logistics during trainings, seminars, meetings and missions initiated by the technical team

  • Participate in the meetings organized by the technical team and provide the secretariat

  • To follow with the Finance team, the timely payment of the fees and per diem to be paid to the consultants, resource persons and participants involved in the activities of the technical team

  • Index and archive program files (minutes of meetings, activity reports, etc.)

  • Contribute to the formatting of technical documents and possible translation (French / English)

  • Any other task assigned by the supervisor

Education: Diploma or Certificate in office or business Administration, finance or equivalent. Indicate what would be required in order to receive favorable consideration for the job Minimum qualifications: At least 2 years’ experience in an office administration position. Preferred qualifications:
  • Demonstrated experience in project administration for donor funded programs is desirable.

  • Proven Finance Administration experience would be an added advantage.

  • Communication, marketing, executive assistance or clerical training would be also be advantageous

Travel requirements: Potential travel to other offices/sites.
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