Project Officer Activities and Secretary at Jica

Job Description

JOB TITLE: Project Officer (Activities & Secretary)
CONTRACT DURATION: The contract duration is until the end of March, 2025 (End of Fiscal Year of JAPAN)
Note: Subject to a satisfactory performance evaluation and upon mutual agreement, the contract may be renewed for the next fiscal year.)
PRIMARY LOCATION: Provincial Health Office, Lusaka
SECONDARY LOCATION: First Level Hospitals in Lusaka (Chipata, Matero, Kanyama, Chawama, and Chilenje), District Health Office, Lusaka
ORGANIZATION: JICA Technical Cooperation Project “The Project for Strengthening Management Capacity of General Hospitals in Lusaka District”
JOB TYPE: Contract
WORKING HOURS: Monday to Thursday, 08Hrs – 17Hrs, Lunch Break: one hour 13Hrs – 14Hrs, Friday 08Hrs – 13:30Hrs)
CONTACT: [email protected] (Mr. Kei Ogata, Project Coordinator)

BACKGROUND
The Japan International Cooperation Agency (JICA), the implementing agency of the Japanese Official Development Assistance (ODA), has been actively supporting the Government of the Republic of Zambia since the 1980s with a wide range of its focus areas of cooperation, including agriculture, education, water supply, sanitation and health system strengthening. JICA has been assisting the Zambian Government to support the implementation of several health programs such as community-based child health promotion, management of health infrastructure and equipment, health care financing, and HIV treatment. “The Project for Strengthening Management Capacity of General Hospitals in Lusaka District” is a JICA’s project following the project for upgrading first level hospital to second level hospital.
Note: This is a job for the JICA Technical Cooperation Project,

OBJECTIVES OF THE PROJECT
To assist strengthening management capacity of 5 general hospitals in Lusaka in collaboration with MoH, PHO, DHO for the duration of 5 years (till the end of March 2026). Please visit our official website ( www.jica.go.jp/project/english/zambia/023/index.html ) and Newsletter ( www.jica.go.jp/project/english/zambia/023/newsletter/index.htm ) ( www.jica.go.jp/oda/project/201904309/news/newsletter.html ) in details.

OBJECTIVES OF PROJECT OFFICER (Activities & Secretary)
The role of the Project Officer is:

To support logistic and procurement under supervision of Japanese expert
To support the project activities undertaken in the hospitals, PHO, and DHO together with Japanese expert

DESCRIPTION OF DUTIES
Under the direct supervision of the experts, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

Activities

Collect information/schedules of management/data-review meetings
Participate in management/data-review meetings, and draft their reports
Data-collection from each hospital
Support 5S activities in each hospital
Draft minutes of the meeting conducted

Secretary

1.      Arrange appointments and maintain Japanese Expert’s calendar;
2.      Prepare correspondence, reports, email, etc. from general instructions and on own initiative;
3.      Make arrangement for meetings with stakeholders including high-ranking officials, and coordinate meetings organized by the Project; maintain up-to-date lists of names, addresses and telephone numbers of MOH, PHO, DHO, hospitals and stakeholders;
4.      Assist in the preparation of technical presentations, technical reports and articles by reviewing, correcting and/or rewriting texts to improve clarity, conciseness and coherence; prepare and verify the content of tables, graphs, and charts;
5.      Coordinate the secretarial services of the MOH, PHO, DHO, General hospitals and JICA Zambia office;
6.      Establish and maintain electronic files and controlled reference material;
7.      Participate in the procurement of goods and services for the Project under the supervision of the Japanese experts;
8.      Prepare to conduct workshop and training, including attendee management, venue reservation, food and beverage arrangement;
9.      Participate in administrative and technical staff meetings; prepare “a records of proceeding ” of meeting as well as distribute them to participants; follow up the actions to be taken;
10.   Set up and maintain IT environment in the office;
11.   To perform other related duties as assigned.

REQUIRED QUALIFICATIONS

EDUCATION

Graduate of a Bachelor’s or Master’s degree preferably in International Relations, Global Studies, Development Studies or other related courses.
Equivalent diploma and/or qualifications above mentioned.

EXPERIENCE

Essential:

At least 5 years’ fulltime working experience on the project management in the field of the International Development, and/or related field.

Desirable:

Project Management experience in working with JICA, UN or international organizations/NGOs
Administrative experience is an advantage
Working experience in health sector is an advantage

SKILLS

Ability to use Microsoft Word, Excel, and PowerPoint
Ability to communicate effectively, including demonstrated skills in writing and editing
Proven ability to multi-task, prioritize, research and write within short deadlines
Skills in measuring and evaluating communications activities and applying learning to future activities
Excellent interpersonal skills and capacity for effective engagement with a range of stakeholders.
Excellent interpersonal skills, with the capacity to work with high-level stakeholders with discretion and tact in a politically sensitive environment.

PROJECT COMPETENCIES

Teamwork.
Respecting and promoting individual and cultural differences.
Good communication and respect each other.
Moving forward in a changing environment.
Building and promoting partnerships across the organization and beyond.

SELECTION PROCESS
A) Documents Screening/Examination through Google Forms
B) Group work/Final Interview (only for those who pass the Part 2. Assignment Selection)
Expected to start working from 18 Febuary 2024.

How to Apply
Apply from Google Form

Application deadline
Applications must be received by 23:59 (Zambia time) on 23 Febuary 2024.