Planned Parenthood Global (PP Global) is the international division of Planned Parenthood Federation of America (PPFA) an international nongovernmental organization working in the field of sexual and reproductive health and rights.

In coordination with PPFA’s mission and goals, the Program Assistant will be responsible for providing administrative, financial and logistical support to the Burkina Faso Country Office. This is a full time position based in Ouagadougou, Burkina Faso.

PRINCIPAL ACTIVITIES :

Under the direction of the Country Team Leader, the Program Assistant (PA) :

Reception Support (25%)
1. Manage the reception in the Burkina Faso Country Office including covering the front desk, making, receiving and routing phone calls, receive and direct visitors
2. Keep and maintain an updated Country Office contact list including partners, suppliers, sub-contractors and staff ;
3. Maintain an updated inventory list of all partner organizations, suppliers, subcontractors and staff including details and contacts of heads of organizations and focal persons, telephone contacts, physical addresses
4. Prepare and dispatch mail and courier packages and receive, sort and distribute mail including applications, proposals and tenders.

Financial Support (25%)
1. Provides support in budgeting for proposals as well as in reporting to donors.
2. Bank agent responsible for cash and cheque handling as requested by the Country Team Leader.
3. Responsible for maintenance of office petty cash including settling of routine payments such as newspapers, teas, etc.
4. Responsible for preparing the monthly expenditure reports as directed by the Country Team Leader.
5. Any other duties as may be assigned

Administrative Support (50%)
1. Responsible for ensuring general and other files are current and properly stored. Assist country office staff access files as needed.
2. Source and procure office supplies and stationery and maintain an up-to-date inventory of commodities, equipment and supplies including those sent to the partner organizations. Responsible for distribution of commodities and equipment to partners as requested and maintaining records of all distribution.
3. Provide logistical support to staff including booking of travel, facilitating airport transfers, hotel bookings and taxi arrangements.
4. Provide logistical support to program staff for smooth implementation of meetings, trainings and workshops including booking venue, preparing meeting logistics, compiling materials, coordinating payments etc.
5. Convene meetings, including : sending out invitations ; drafting, confirming and distributing the agenda ; confirming quorum and participation ; and taking and distributing minutes
6. Assist in document management including drafting of letters, scanning of documents etc.
7. Ensure resource materials received for the office library are catalogued and arranged properly and assist staff access these resources as necessary.
8. Responsible for maintaining an up to date record of leave for all staff.
9. Ensure that the office is always clean and tidy.

POSITION SCOPE : Responsible for performing activities directly related to the country office program support. Participates in setting own objectives and priorities and follows through in accordance with established procedures.

FISCAL RESPONSIBILITY : Responsible for maintenance of office petty cash and inventory of commodities and supplies.

CONTACTS : Regularly interacts with PPFA and collaborating partners as appropriate to ensure work is on time and meets performance goals. Work plan and project needs determine the nature and frequency of external contacts.

REQUIREMENTS
• Minimum Master degree or equivalent education in accounting and finance and experience in an NGO environment.
• Good communication skills. Must have excellent written and oral English/French skills and the ability to synthesize information
• Ability to work independently and as a member of a team.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), internet and email.
• Ability to plan and meet deadlines.
• Ability to travel minimum of 35% time.

To Apply : Please send your application cover letter, curriculum vitae with three references and salary history via email to aro.recruitk@ppfa.org with Program Assistant, Burkina Faso as the email subject. Deadline September 7, 2015. Only shortlisted candidates will be contacted. Planned Parenthood Global is an equal opportunity employer.