Position OverviewThe East & Southern Africa Program Management Specialist will support the Regional Director East & Southern Africa and the regional Senior staff including Chiefs of Party/Team Leaders as needed. The Program Management Specialist will report to the Regional Director and be part of a regional team that include finance and accounting staff, an administrative assistant, a National Administration and Finance/Operations officer ESAFD and the Deputy Director Operations. The Program Management Specialist undertakes a broad range of program management and personal assistant activities and will support national and regional projects in East & Southern Africa as well as support IFDC’s strategic priorities. S/he will be based at IFDC’s Regional Office in Nairobi, Kenya with occasional travel to support regional projects as and when required.Specific ActivitiesThe Program Management Specialist Will Undertake The Following Activities
Program Management
Provide support to the Regional Director in project management, including monitoring of burn rates, grants, cost-share, consultancies, etc.
Set up monthly project review meetings, take minutes and monitor progress on actions
Lead in the preparation and coordination of documentation (MoUs, Letters of Agreement, Partnership Agreements, etc.) for the formalization of collaboration with partners
Provide support in preparation of contracts for signature in conjunction with relevant IFDC teams at field and HQ level, both from a compliance and technical perspective
Provide support in hiring of consultants (development of scope of work, review of consultants’ submissions) and contracting.
Provide support to projects/programs on any other operational, grant and contract related matters.
Perform any other duties as deemed necessary for the success of the program management or as requested by the Regional Director.
Personal Assistant to the Regional Director and 2SCALE Program Director
Coordinate travel arrangements for the Regional Director and 2SCALE Program Director
Maintain incoming and outgoing correspondences, minute-taking at meetings
Organize accurate filing systems – update, archive and maintain project files on the IFDC One drive
Identify projects’ events planning and management needs and provide support and guidance in conjunction with program, communications and events staff
Coordinate materials and logistics for meetings, conference calls, and conferences for the Regional Director
Perform any other tasks related to the function requested by the Regional Director or and 2SCALE Program Director.
Location & TravelThis position will be based at IFDC’s Regional East & Southern Africa Office in Nairobi and primarily covers countries and projects in the region. Support may be required to other countries in which IFDC operates in the region with occasional travel as needed.ContractSuccessful candidates must be eligible to work in Kenya and will receive a national contract based in Nairobi, Kenya.Closing Date5th of January, 2020Required Skills
Proficiency in Microsoft Excel, Word, Outlook, and PowerPoint.
Experience in formatting, proof reading and editing Word documents and Power Point presentations.
Organized and accurate person with attention to detail.
Ability to strictly meet deadlines.
Ability to work independently and be proactive with minimal supervision and to meet deadlines under pressure
Team player, at ease in a multi-cultural and multi-disciplinary environment.
Ability to interact effectively with a geographically dispersed multicultural team composed of international and national personnel.
Excellent oral, written and inter-personal and communication skills in English; additionally knowledge of French preferred
High level of initiative and enthusiasm, adaptability and flexibility.
Organizational talent showing skill in self-management; ability to assess priorities and work on own initiative.
Excellent organizational skills and attention to details in operationalization of tasks.
Analytical aptitude with strong capacity to make decisions and be innovative in problem-solving.
Strong sense of integrity and personal commitment to the achievement of goals.
Willingness and ability to travel as needed;
Required Experience
Bachelor’s degree in administration, business administration or related field, with at least 5 years of relevant professional experience, or Master’s degree with at least 2 years of professional experience.
Experience in a similar position with donor-funded development projects in international NGOs is required.
Experience with USAID and other donors projects, contractual requirements and grant management guidelines.
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