To implement administrative procedures that will result in timely execution of program activities, ensuring in the process, strict compliance with applicable policies and procedures. Will provide support for program trainings & workshops, logistics, as well as accounting and administrative support
Duties for the Program AssistaAdd Newnt NGO Job
Trainings & Workshops
Provide on a weekly/monthly/quarterly basis, in liaison with the HIV Integration Program Officers, the Laboratory Program Officer, the TBHIV Integration Program Officer, the Strategic Information Officer, the Community Liaison Officers and Deputy Project Director, a master calendar of all planned trainings and workshops in the prescribed template
Working with all the cross cutting officers mentioned above, identify and quantify resource needs for trainings & workshops and thereafter liaise with relevant departments for procurement and delivery as well as accountability of the resources post training
Provide logistics, administrative and accounting support during workshops including liaising with hotel venues, facilitating participants sign in, reconciling hotel and EGPAF participants lists and payment of participant monies
Collation and filing of training reports for all workshops held including trip reports for any given month. Should maintain an electronic database of the same
Site Support Logistics
Track and document requests, procurement and delivery of site support supplies such as consumables, reagents, equipment and other supplies, ensuring that the project tracking register for site support is complete, accurate and up to date at all times
Administration
Implement and monitor a clear office access policy for Kisii Office
Supervise office reception duties – receiving of calls and visitors, office cleanliness
Develop tools for office supplies (kitchen, stationary, etc) monitoring and tracking
Oversee service contracts for office repairs and maintenance, utilities contracts as well as office lease, ensuring they are competitive and up to date
Maintain log for staff travel locations, including vehicle movement logs in liason with procurement & logistics officer
Accounting Support
Assist finance officer in follow up on long outstanding program advances
Assist finance officer in maintaining a systematic and update finance filing system
Assist finance officer in preparing and submitting hard copy reports to Kisumu Office by the 25 th day of every month
Collect, verify and submit all sub-office timesheets to Kisumu/Nairobi Office
Other Duties
Support audits and compliance reviews conducted at the sub office level
Take minutes during staff meetings, and ensure a “meetings file” is maintained and updated regularly
Supervise and capacity build office assistant
Other work related duties as may be assigned by the supervisor
Program Assistant NGO Job Qualifications
A wide understanding and experience working with USG funded projects; minimum three years experience in a similar positionMinimum Higher Diploma in related Business Field or Social Sciences Undergraduate degree will be an added advantage
Excellent communication skills
Well developed interpersonal skills
Strong work ethic and ability and willingness to work long hours under minimal supervision
Able to work in team settings and willingness to learn
IT Savvy, including accounting software will be an added advantage
Willingness to travel to remote places
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