Administration/Operations Officer - Futures Group,Jamaica

Closing date:  11 Feb 2012

About Us
Futures Group develops and delivers innovative, locally relevant, evidence-based solutions to improve the health and well being of people around the world. Since 1971, we have assisted governmental and non-governmental agencies, foundations, and the private sector by designing, implementing and evaluating programs in HIV/AIDS, sexual and reproductive health, population and family planning, maternal and child health, infectious diseases, and gender. Futures Group has deep expertise in policy and advocacy, research and strategic information, health markets and private sector engagement, modeling and economic analysis, patient monitoring and management/HMIS, strategic consulting, and program management.

Key Responsibilities
• Provide administrative support as directed by Jamaica Technical Advisor (JTA) to management team, activity managers and other technical staff on the project. • Ensure adequate stock of stationery, refreshments and cleaning materials. • Maintain reception area to include coordinating visitors and answering phones. • Draft contractual documents to be approved by JTA, Country Manager and home office officials (Operations Manager, Contracts, and HPP Deputy Directors) • Ensure that administrative documents are reviewed and approved by appropriate staff. • Assist in the maintenance of the JTA’s office filing system and maintain project-related files, documents, and datasets. • Screening of all calls for the Jamaica Office. This will include the initial screening of calls, the accurate taking and passing on of messages. • Coordinate project meetings, which may include internal and customer participation. Schedule with all participants, prepare and distribute meeting materials, take meeting minutes, coordinate follow-up activities, etc. • Book internal venues and make catering arrangements; if necessary, ensure that relevant materials and equipment are available in the venue. • Assist the technical specialist in the coordination of internal and external meetings. • Track all domestic and international travel of project staff. • Coordinates activities between program management, customer, and outside parties. May include making travel arrangements, external meeting accommodations, etc. • Assists in preparing progress reports, technical reports, data tables, etc. • Compile technical, financial, and other project data using various database programs for inclusion in report or presentation materials. • Provide reception cover and support, including answering the telephone when the receptionist is not in the office, is busy or is on annual/sick leave. • Assist the receptionist with the couriers. • Maintain the office calendar so that all internal office events are recorded and meeting rooms booked. • Perform other duties as assigned.

• Bachelor's degree required. • Minimum of seven years related experience, with a minimum of three years executive assistant experience required. • Or an equivalent combination of education and applicable experience. • Excellent time management and organizational skills. • Excellent oral and written communications skills. • Experience in government contracting services environment • Ability to quickly build rapport with others. • Readily accessible and responsive • Keen attention to detail. • Excellent collaboration skills. • High tolerance for stress and ability to handle change and ambiguity. • Demonstrated excellence with MS Office – Word, Excel, Powerpoint. • Demonstrated ability to use Outlook to schedule meetings with multiple attendees in multiple locations. • Knowledge of SharePoint desirable • Demonstrates sound, professional judgment and excellent decision making skills. • Track record of protecting highly confidential information • Strong preference for local nationals

Physical Demands
• Regularly required to stand or sit, and move about the facility

Work Environment
• Usual office working conditions free of disagreeable elements.

All applications for this position should be submitted online via the Careers page. Futures Group provides equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.