Position Title:
PROJECT MANAGEMENT ASSISTANT/WARM BASE
Position Number:
044
Project Worksite:
JFK (1 position, Duport Road (1 position), Redemption (1 position), LIBR (1 position) and C.H. Rennie (1 position)
Deadline for submission: Friday, October 13, 2023, at 5:00pm Liberia Time
About PREVAIL:
PREVAIL, or the Partnership for Research on Vaccines and Infectious Diseases in Liberia, is a clinical research partnership between the U.S. Department of Health and Human Services and the Liberian Ministry of Health.
Summary of Position:
The Project Management Assistant will be responsible for the day-to-day support services for General Administration/Operations (Human Resources, and Inventories/Supplies Management) and follow up with the Disbursement Administrator at the project sites. The Project Management Assistant will ensure that sites and projects run smoothly from start to finish by helping with planning and execution of key administrative and operations tasks.
Essential functions include, but are not limited to, the following:
Description of Responsibilities:
 Assists with the non-clinical management and operations of the Site.
 Inspects daily the site to ensure smooth site operations.
 Work with supervisors and managers to ensure that site/staff equipment, furniture, etc. are requested, serviced, repaired, or replaced.
 Work with Facility team to ensure Site maintenance. e.g., plumbing, electrical, painting, machinery.
 Keep track of ongoing project activities and report on project status.
 Supervise hygienists and generator technicians to ensure that site is always cleaned and that generator house and surrounding are in good condition.
 Ensure that fuel and electricity units are monitor including daily fuel dipping per generator running hours as to account for daily fuel consumption.
 Follow up the generator technician and make sure that the generators are service on in time and document weekly or monthly service.
 Provide daily projects updates to the facility manager.
 Complete any tasks assigned by the Facility Manager in an efficient and timely manner.
Human Resources:
 Assists Finance Department/ HR with the distribution, leave forms, time sheets, monthly, etc. and provide up to the finance and HR.
 Assists with timesheet and Leave tracking management. Partnership for Research on Vaccines and Infectious Diseases in Liberia (PREVAIL) Liberia – U.S. Joint Clinical Research Partnership The Mitchell Group, Inc. (TMG)
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Finance:
 In collaboration with the site manager, monitors and follows up with the disbursement administrator day to day activities on payment of participants allowance and transport reimbursement.
 Follows up on catering frame, inspection of food quality and quantity and monitor participants lunch and payments.
Inventories/Supplies Management:
 Manages inventory of clinical and office supplies including conduction of weekly and monthly inventory as to account for approved stock release, damaged and balance.
 Prepares and submits monthly reports on inventories to supply chain.
 Conducts physical stock counts bi-weekly and monthly and update of FINALE.
 Adhere to the Supply Chain SOP, as it relates to stock management per site location.
 Participate in supply chain training relating to FINALE software management and Summary Inventory Report (SIR).
Other responsibilities related to the Job function:
 Represent management at facility related meetings, in collaboration with the site manager and supervisor.
 Other duties as assigned.
Skills:
 Knowledge of Microsoft Office applications (Word, Excel, PowerPoint)
 Proficiency in assets and equipment tracking as well as assets registry and management.
 Proficiency in operation and warehouse or storeroom management.
 Decision making, problem solving and creativity.
 Excellent communication skills, both verbal and written.
Qualifications
 Education: AA degree or bachelor’s degree in business administration / Project Management or any Social Sciences.
 Preferred Job-related Experience: At least 3-5 years of relevant experience.
 Good interpersonal skills, ability to meet tight deadlines, ability to work in a diverse environment and a good team player.
 Proven work experience as a Project Management Assistant or similar role.
 Must have knowledge in minor repair in carpentry, plumbing, electricity etc.
 Must have knowledge in supply chain, warehouse and stock or inventory management.
 Highly organized and able to multitask and oversee several projects simultaneously
Application Instructions:
Click the apply button below