Job Description

Introduction

Tropical Health and Education Trust (THET) Somalia/Somaliland has been operating for over 20 years, excelling in policy and systems development, health sector regulation, enhanced leadership, and management capacity, strengthened health worker teaching and training, and the promotion of sustainable local organizations. Our holistic approach ensures engagement while embedding tools, systems, and capacity at all levels for long-lasting impact. By fostering sustainability, we contribute to a robust healthcare infrastructure. Through empowering leadership, enhancing skills, and supporting local organizations, we strive to improve healthcare delivery in Somalia/Somaliland. With a steadfast commitment, THET Somalia/Somaliland continues to make a significant impact in the region's health sector.

THE GLOBAL HEALTH WORKFORCE PROGRAMME

Funded by the Department of Health and Social Care (DHSC), and managed by the Tropical Health and Education Trust (THET), the Global Health Workforce Programme (GHWP) aims to develop the health workforce (HWF) in Ethiopia, Ghana, Kenya, Malawi, Nigeria and Somaliland supporting them to build stronger, more resilient health systems for post-pandemic recovery and to make progress towards UHC.

Grants for UK-LMIC and cross-LMIC health partnerships will be awarded to respond to national HWF priorities identified through a scoping assessment carried out by THET with DHSC, FCDO, national Governments and stakeholders (such as local World Health Organisation offices). These grants will run until December 2025.   With a strong focus on building local ownership and sustainability, these partnerships will contribute to the following programmatic outcomes:

1. Partnerships contributing towards improved health workforce leadership capacity aligned with health workforce strategies, that will support reduction in gender inequalities.
2. Partnerships aligning with and contributing towards retention and wellbeing strategies.
3. Improved number and quality of training opportunities for health workers.

4. Co-developed and documented learning on health workforce interventions shared with key national and international stakeholders.

THET will award 2-3strategic grants of £100,000 – £350,000 that feed into the country scoping priorities and

outputs outlined above.; however, the exact split is dependent on the number and quality of applications

received and broader priorities.  

4-6 smaller grants of up to £50,000 will also be available for projects that tackle specific areas such as innovation, rural health facilities, diaspora engagement, leadership opportunities for women and protected groups, and the climate crisis.  

This document serves as a Terms of Reference for the type of work the THET Administrative Assistant should expect to carry out as part of this.

MAIN RESPONSIBILITIES

1. Organise and support in country scoping visits and monitoring and evaluation visits.

• Support the THET in-country program team and Operations officer with securing stakeholders' availability and with agendas for the visit.

• Support the Travel and Logistics Consultant with travel and accommodation for THET staff, consultants and stakeholders, where relevant
• Where appropriate source and book meeting venue
• Provide logistical support whilst visits take place such as stakeholder travel and reimbursement; comprehensive notetaking; and venue liaison.

2. Organise in-person and online events logistics.

• Source and book venues, arrange catering, arrange printing (banners, documents, name tags), liaise with the supplier.
• Support the THET Operations Officer and grant manager or CD with invitations.
• Support the Travel and Logistics Consultant with travel and accommodation for THET staff, consultants and external s stakeholders.
• Assist with the development of event briefing materials.
• Provide logistical support on the day, such as point of contact with venue supplier; IT arrangements; registration; stakeholder travel reimbursement; comprehensive notetaking; and venue liaison.

3. Secretariat to the National Oversight Mechanism (NOM)

• Liaise with the THET grant manager or CD to prepare the agenda and briefing materials for NOM meetings.
• Where appropriate, source and book meeting venues
• Support the grant manager and CD Take clear and comprehensive notes, share them with the team and follow up on action points.
• Organise honoraria payments and expense reimbursements, liaising with NOM members.

4. Provide support to the grants management function

• Support the Grants Manager and international team with grants management travel and logistics, particularly for the M&E visits.
• Compile aggregated data from grant holder reports.
• Take clear and comprehensive notes in grant holder meetings where required

5. Support the In-Country Operations Officer

• Provide ad hoc administrative and Finance as necessary
• Receive and review all payment
• Ensure that the payment requests are properly documented and then initiate the payment authorization process.
• Route the payment requests to the designated approvers in Country Level for their review and authorization.
• Follow up with approvals to ensure timely processing of the payment requests.

Gather all the necessary documents, such as invoices, contracts, and expense reports, required to process the payments.

Experiences and Qualifications

Skills Required

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