Job Purpose:
To provide assistance to the Program Management team towards ensuring and facilitating program teams deliver donor deliverables in an efficient and effective manner. Reporting to the Program Manager the incumbent will ensure smooth flow of documentations, communications and logistics of program teams. Manage the calendar of the Program management teams and ensure an effective and sufficient link between the operations and the program teams with a similar goal to achieving program deliverables.
Responsibilities and tasks.
Administrative functions
Support the project manager in coordination of communication at the county and sub-county level.
Work with the various program offices towards ensuring organized filling system is achieved.
Take lead in coordinating, preparing materials and linking with various operations departments to ensuring internal program meetings and workshops are a success.
Organize for all donor/media/VIP missions and in liaison with Administration focal person, ensure that the visitor’s accommodation and meals are catered for.
Attend all the PMT meetings, Program Coordination meetings and take minutes for the same. Follow up with various stakeholders on feedback and provide update to the program manager and other stakeholders on progress on addressing issues.
Technical support to program teams
In collaboration with the project team, support scheduling and running of planed meetings. Specifically provide logistical support to all the technical and team leads on all planned activities.
Work with all the program teams to ensure their field travels are planned and well-coordinated.
Working closely with the procurement team, support follow up of technical team procurement requests.
Follow up with procurement and logistics teams on placing of program orders ensuring conferences, travel arrangements and staff accommodation are well planned and information provided to focal program teams.
Follow up with program teams to have delivery notes signed and send back to procurement and logistics teams.
Ensure timely and accurate submission of TARs and FERs by program teams to the finance department, follow up with finance to have funds released in time.
Support finance teams on follow up of overdue accounting of TARs.
Working closely with finance team to ensure that all relevant activity documents are submitted in time for participants’ allowances to be paid. finance
Contribute to weekly planning schedules for the technical team and oversee the logistics.
Support the technical team in reconciliation of activities including final reports.am to
Maintaining technical knowledge by attending program workshops, looking at professional publications; establishing personal networks and participation in program activities
Program documentations
Developing and maintaining a filing system and databaseCompile and file on shared drives necessary program information and reports
Other duties
Work with finance teams in compiling month closure documentations and more especially follow up on program staff FERs and delivery notes.
Take on duties for the administration focal person on days he/she is not in the office
Take other relevant responsibilities as required by the supervisor.
Qualifications
Key Technical Skills and Knowledge
Diploma in a suitable field such as social science, finance and accounting, project management, or office management
Proficient with Microsoft Office applications (Word, Excel, and PowerPoint).
Fluent in English & Kiswahili
Competencies
Basic training as above
Effective verbal and written communication, multitasking, organizational, and prioritization skills
Proven computer skills including MS Office Suite
Good interpersonal skills
Ability to pay attention to detail
High level of diplomacy, communication, interpersonal skills
Flexibility to adapt to changing program requirements.
Able to work innovatively to address programmatic challenges in a high pressure environment.
Self-driven, able to work independently with minimal supervision
