Project 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 SUMMARY:

The 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 RESPONSIBILITIES

Maintain 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 QUALIFICATIONS:

Bachelor’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 ENVIRONMENT:

Consultants 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.