Programme Support Officer - KP

Reports to:             Finance Manager

Status:                    LTTA - (Mid National)

Locations:               Peshawar

Programme Overview

Evidence for Health (E4H) is a Foreign, Commonwealth & Development Office (FCDO)-funded programme aimed at strengthening Pakistan's healthcare system, thereby decreasing the burden of illness and saving lives. E4H provides technical assistance (TA) to the Federal, Khyber Pakhtunkhwa (KP), and Punjab governments, and is being implemented by Palladium along with Oxford Policy Management (OPM).

Through its flexible, embedded, and demand-driven model, E4H supports the government to achieve a resilient health system that is prepared for health emergencies, responsive to the latest evidence, and delivers equitable, quality, and efficient healthcare services. Specifically, E4H delivers TA across three outputs:

Output 1: Strengthened integrated health security, with a focus on preparing and responding to health emergencies, including pandemics.

Output 2: Strengthened evidence-based decision-making to drive health sector performance and accountability.

Output 3: Improved implementation of Universal Health Coverage, with a focus on ending preventable deaths.

Position Summary

The KP-based Programme Support Officer will support the E4H KP team in the day-to-day management of programme activities and office administration. Specifically, s/he will coordinate and oversee the logistical, administrative, and information management arrangements required for the successful implementation of E4H's many simultaneous TA activities across the province.

Specific Tasks and Deliverables

• Coordinate and schedule meetings between different stakeholders as advised by the KP Lead, Provincial Coordinator, and Programme Officer. This will include meetings between the KP E4H team and government partners, development partners, and other implementers, as well as meetings for consultant teams.
• Work closely with the Islamabad-based Finance & Operations team to organise provincial-level meetings, events, and other reimbursable activities required for the successful execution of TA assignments, including quarterly and ad hoc Steering Committees.
• Liaise with consultant teams to plan, coordinate, and successfully execute TA events.
• Prepare minutes of meetings and circulate them for respective endorsement.
• Assist in the preparation of reports and other project documents, including their local printing and distribution.
• Ensure that all programme documents are accurately filed.
• Work closely with the Finance & Operations team to keep accurate records of KP-specific expenses, ensuring compliance with spend targets and value for money.
• Support the KP team to identify any procurement needs and lead on KP-specific procurement. 
• Liaise with TA consultants for the submission of their monthly timesheets, travel plans, workplans etc.
• Support the KP team to onboard new consultants, ensuring compliance with programme guidelines and processes.
• Identify and work actively to mitigate any potential logistical or operational challenges toward the successful execution of TA activities.
• Ensure the travel and logistics arrangements are made as per requested by the programme team and as per Policies of the Programme
• Assist Finance & Operations Manager in compliance checks on the payments of DSAs and M&IE made for travel of meeting participants and Programme team.
• Maintain petty cash of respective project offices for petty cash expenses.
• Vehicle and driver management of vehicles in KP.
• Office Management and ensure cleanliness of the office and ensure all office equipment is in working condition.
• Ensure maintenance of records and timely payment from finance for all types of bills, claims by vendors and ensure timely payment of utility bills.
• Provision of equipment, office space to long-term staff. This will be managed in consultation with the Operations & Finance Manager.
• Supervises, leads guides and supports the cleaner/Helper and driver, Prepare timesheets for support staff.
• Maintain records of Supplies/consumables and keep minimum stock for the month.
• Keep track of the consumption report of Vehicles and Generators
• Act as Safeguarding focal point for the programme and taking the necessary trainings.

Key Competencies Required

• At least 7-10 years of relevant experience in the public health sector.
• Updated technical knowledge on Provincial and District Health structure, HSRU, DGHS and their working.
• Experience preparing reports, minutes, concept notes and working papers; proven strong writing skills.
• Knowledge of word processing, spreadsheets, and PowerPoint. Proven ability to design clear and attractive presentations and other communication documents.
• Ability to multi-task and meet tight deadlines.
• Effective communication skills including the ability to communicate technical information to non-technical users and coordinate with government stakeholders and development partners.

Reporting/Supervision

The Programme Support Officer will report to Finance Manager.