Administrative Assistant, Jamaica Local Nationals Only

JamaicaAdministrative Assistant, Jamaica Local Nationals OnlyOrganizationProject HOPEPosted 27 Nov 2025 Closing date 12 Dec 2025Project HOPE is an international NGO with more than 1,000 engaged employees and volunteers who work around the globe, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients, provided more than $3 billion worth of medicines to local health care organizations around the world helped build hundreds of health programs from the ground up, and responded to humanitarian crises worldwide.Code of ConductIt is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency.Program SummaryProject HOPE is providing humanitarian assistance to the hurricane Melissa affected population in Jamaica. The current response portfolio focuses on Health, Mental Health, Protection, and WASH programming through Project HOPE programs and local partnerships.This role is offered as a short-term consultancy position based in Jamaica and is open to local nationals only. Project HOPE is operating in the Western Parishes, with its main office located in Montego Bay. The consultant must be able to be based in, or relocate to, one of the following parishes: Westmoreland, St. James, Trelawny, Hanover, or St. Elizabeth.Position SummaryThe primary responsibility of the Administrative Assistant is to provide day-to-day financial support at the field site level and ensure the implementation of financial services in an emergency setting. Administrative Assistant adheres to donor regulations and Project HOPE’s policies and procedures, while handling all financial and administrative matters.Principal ResponsibilitiesMaintain organized filing systems (physical and electronic) for all program and operational documents.Manage office supplies, inventory, printing, and coordination of office maintenance needs.Receive visitors, manage phone/email inquiries, and support general office communication.Assist with scheduling, calendar management, and coordination for leadership and program teams.Collect, scan, and file receipts, invoices, and financial documentation.Support preparation of payment requests, expense reports, and petty cash documentation.Assist with vendor documentation, quotations, and procurement paperwork.Ensure financial supporting documents are complete and compliant with organizational and donor requirements.Coordinate with Finance staff to prepare monthly reconciliation packets.Support recruitment: posting jobs, scheduling interviews, tracking applicants.Support new staff onboarding: preparation of orientation materials, document collection, checklists.Maintain HR files, attendance, leave tracking, and staff contact lists.Assist with timesheet collection, review, and submission.Support HR communication to staff and always maintain confidentiality.Minimum QualificationsBachelor’s in finance, Accounting, Business Administration, or related area.One year minimum in a similar job in humanitarian and/or emergency relief setting is desirable.Previous experience in the administrative and financial management of overseas programs at the support level; experience at other NGOs and with USAID/ BHA is desirable.Good written and oral communication skills.Flexibility and Adaptability: Adapts to changes in work environment.Teamwork and cooperation can cope with stressful workload.Fluent knowledge of English.Experience in working with computerized accounting systems, NetSuite desirable.Essential computer literacy (word, excel, teams and internet).Physical Demands And Work EnvironmentConsultants should be able to work in an office setting, communicate effectively, and travel as needed. Assignments may include field or emergency deployments in austere or hardship environments. Typical office noise is minimal, and travel may involve air or other modes of transportation.Notice to applicants: Project HOPE does not conduct direct solicitation/recruitment via email. Project HOPE never asks job applicants for payment or financial information at any stage of the recruitment process. Project HOPE will never send you a third-party check and ask you to cash it. If you have been recruited via email, please contact Compliance@projecthope.orgDue to the substantial number of inquiries, we receive, only candidates who have met the required experience & qualifications for this position will be considered. No phone calls please.However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.Thank you very much for your interest in Project HOPE.How to applyPlease apply via the link here: https://projecthope.csod.com/ux/ats/careersite/2/home/requisition/1753?c=projecthopeJob detailsCountryJamaicaSourceProject HOPETypeConsultancyCareer categoryAdministration/FinanceYears of experience0-2 yearsShare Share this on Facebook Share this on X Post this on LinkedIn