Program Administrative Assistant

Responsibilities

Manage the Program Leader’s office and respond to queries in his/her absence;
Schedule appointments for the Program Leader and other members of the team as necessary;
Manage meetings of the program, including preparing documentation and taking minutes as necessary;
Identify action points during meetings and follow up with the concerned parties to ensure accomplishment;
Maintain an effective record and filing system for contracts, project activities, correspondences, and documents for quick and easy reference;
Provide support in preparation and formatting of contracts and reports;
Assist in proposal development process taking responsibility for administrative sections of proposals developed and ensuring all application requirements are met;
Manage conference and workshop logistics by preparing draft budgets, making travel and hotel bookings, sending invitations, preparing workshop materials and arranging for per diems and other reimbursements;
Maintain grant reporting requirements and schedules in the Project Management System (PMS) and follow-up on project reports to ensure submission by due dates; and
Help in monitoring project implementation including review of burn rates on the online management accounting system.

Qualifications and Experience

Diploma in Business Administration or related field.
At least 3 years of relevant post-qualification experience in a busy office environment, preferably in an INGO, research organization or large research program.
Proficiency in MS Office suite.
Good oral and written communication skills in English. Knowledge of French will be a plus.
Good planning, financial and organizational skills.
Ability to assess priorities and manage competing demands with minimum supervision.
Excellent interpersonal skills.
Experience working in a multidisciplinary and multicultural environment.

Apply via :

aphrc.org