Administrative Assistant, Research Officer Needed (Kingston, Jamaica) - The National Family Planning Board

The National Family Planning Board, a Statutory Agency of the Ministry of Health and  Wellness is seeking to identify a motivated, result-orientated, and qualified professional to fill the following vacancies:

Administrative Assistant GMG/AM 2

The incumbent will report to the Director, Health Promotion and Prevention. He/she will provide administrative services and support for the effective implementation of activities within the Unit and contribute to the achievement of the organizational goals and objectives.

Key Responsibilities

• Provide all administrative support to ensure that the operations of the Unit are maintained in an effective, up to date and accurate manner.
• Ensure the implementation of appropriate systems for the creation and maintenance of communication channels between the Unit and other implementing agencies and stakeholders.
• Maintain an Information Management System that supports the work of the director and easy transfer of information within the NFPB, and external clients.
• Summarize and collate information required for reports.
• Ensure all procurement related activities are executed.

Technical/Professional Responsibilities

• Assist in the development and the implementation of the Unit's Work Plan and Budget.
• Coordinate the implementation of project activities ensuring their timely and efficient implementation, i.e. Component meetings, workshops, training programmes, interventions, etc.
• Maintain an adequate stock of stationery and office supplies within the Unit.
•  Monitor the inventory and management of commodities, for example, condoms, lubricants, test kits, educational materials etc.
• Liaise with Programmes stakeholders to ensure appropriate information flow.
• Ensure effective and efficient administration of the office of the director through the provision of support and secretarial services related to the execution of the office.
• Support local and international consultants undertaking any assignments within the Unit.
• Manage the system of tracking all incoming and outgoing mail of the NFPB projects with respect to the Unit and ensure that proper documentation is on the Registry files.
• Organize and coordinate meetings on behalf of the director. Attend meetings, prepare minutes and follow-up on decisions to ensure timely implementation.
• Alert the director to relevant items in the media on a daily basis and follow-up on actions, where necessary.

Other

• Performs any other related duties, as assigned by the Direct, Health Promotion and Prevention.

Required Competencies:

Core

• Excellent written and oral communication skills.
• Able to use software applications such as Word, Excel, Power Point, Internet.
• Efficient typing skills will be an asset.
• Must be flexible and a team player
• Must be able to develop and maintain a good relationship with stakeholders.
• Ability to work on his/her own initiative.

Technical

• Sound knowledge of office procedures and practices.
• Good knowledge of the Government of Jamaica procurement guidelines.
• Training in project management, project financial procedures and health systems management will be a distinct advantage.
• Skills in administrative management.

Minimum Required Education and Experience

• Diploma in Business Administration, its equivalent or similar qualifications in a related field.
• Three (3) years' related experience.

Research Officer SOG/ST 6

The incumbent will report to the Director, Monitoring, Evaluation and Research. He/she will be responsible to collect, analyse and interpret data to inform the development and evaluation of Sexual Health Policies, as well as performing on-going evaluations and preparing draft statements on the impact of Sexual Health initiative.

 

Manage/Administrative Responsibilities

• Manages research contracts conducted by external agencies on behalf of the organization by supervising and monitoring the agencies in the conceptualization, development, implementation of the research, and preparation of final report(s).
• Establishes and maintains a database on sexual health indicators locally, and determines their implementations for the national programme.
• Monitors the activities of the documentation centre by ensuring that it is adequately stocked with current literature on Sexual Health and Demographics.

Technical/Professional Responsibilities

• Assists the Director, Monitoring, Evaluation and Research in developing/updating the research agenda for sexual and reproductive health issues.
• Assists in undertaking research for the organization.
• Develops links with and ensures effective collaboration through working partnerships with other agencies.
• Liaises with research institutions to co-ordinate the implementation of projects on implementing the research agenda, collates and analyses research findings.
• Manages Special Project identified as priorities by the Research Agenda through:

1. Development of project proposals and lobbying for funding.
2. Technical supervision of Project Research personnel.
3. Management of Project Budgets.
4. Statistical Analysis of analysis of project data.
5. Preparation of final reports including project evaluation reports.

• Identifies opportunities for having sexual health issues evaluated as a joint activity.
• Accesses data generated on sexual health services provided to ensure quality and completeness of any information generated.
• Assists in the research component of projects administered by the organisation, by organizing dissemination workshops for external audiences at various levels.
• Identifies and compiles appropriate data/information on sexual health issues.
• Analyses qualitative as well as qualitative information and prepares user-friendly summaries for dissemination to external audiences using a range of channels.
• Designs and implements research to evaluate educational material (produced by the organization) as they are being developed.
• Prepares data for the compilation of fact sheet poster exhibits and papers on sexual health.
• Sets annum targets based on national policy goals and review of service delivery behavior. The information is to be disseminated through an annual workshop(s).
• Applies data for monitor and evaluate trends and impact on sexual health, by preparing a report annually, for budget and work plan development.
• Provides statistical information on sexual health to update the website and follow-up to ensure that the site is update with correct information.
• Assists in the professional development of students in the area of research methodology etc. by making presentations on the subject area at training programmes.
• Compiles periodic updates on project progress and performance.
• Prepares abstracts for conference presentation/publication.
• Represents the organization at meetings, seminars, workshops from time to time.

Other

• Performs any other duty that may be assigned by the Director, Monitoring, Evaluation and Research.

Required Competencies

• Good negotiation and persuading skills.
• Ability to identify and analyse work related problems and generate innovative or appropriate solutions.
• Ability to clarify the scope of research contracts and adhere to established time frames for completion.
• Excellent interpersonal skills.

Minimum Required Education and Experience

• First degree in Social Sciences or any related discipline from a recognized tertiary institution.
• Three (3) years' experience in research and statistical analysis with emphasis on social research. Experience should also be in the areas of qualitative and quantitative data gathering,

Specific Conditions associated with the job

• Normal office environment.
• May be required to work beyond normal working hours
• Ability to work as a member of a team.
• Ability to use initiative by taking action when necessary, without prompting.
• Proficiency in the use of personal computers and relevant software applications for statistical analysis (SPSS 6 or higher) report writing and target settings.
• Sound knowledge of demography, population studies and sexual health.

Applications should be emailed to mfpbapplications@jnfpb.org to the attention of the 

Director, Human Resource Management and Administration (Acting) later than August 12, 2022.

We thank all candidates for responding, however, only short-listed applicants will be contacted.