Program Administrative Assistant

TITLE: Program Administrative Assistant

REPORTING TO: Administrative and Knowledge Management Officer II

LOCATION: Nairobi, Kenya

ASSIGNMENT LENGTH: 6 months

POSITION SUMMARY: The Population Council – Kenya is looking for a Programme /Administrative Assistant to be responsible for the Baobab Research Programme Consortium, facilitating smooth operations, providing vital support in administration, finance, and program implementation. He/She will be responsible for coordinating activities and events, managing logistics and aiding in financial documentation while ensuring efficient project execution.

RESPONSIBILITIES:

1. Program Coordination:

• Preparation of activity budgets, travel and field support requests and disbursement to project stakeholders and coordination of reimbursements to field participants in liaison with field teams.
• Work with relevant project leaders to monitor field activities, ensuring they fit within the stated/contracted period, liaise with HR and Finance to coordinate payment of field teams.
• Coordinate field finances in liaison with field teams to ensure field advances are paid and resolved within stipulated guidelines and close out finance and field activities.
• Co-ordinate program staff and partners’ travel arrangements, including tickets and hotel acquisition (through the procurement office), travel authorization and other relevant forms.
• Manage communication with participants during events planning including attendance confirmations, communication updates to participants and support activity managers with production of event materials.
• Establish and maintain communication with vendors procured for program events, guiding on specific requirements for events before, during and after the event.

2. Procurement Support:

• Initiate procurement processes as per PC guidelines, provide necessary support towards vendor identification and manage supplier relationships.
• Assist relevant personnel towards maintaining project inventory records, supplies, and other materials required for project activities.

3. Communication Support:

• Support program with compilation of information necessary for preparation of project reporting documents and dissemination materials.
• Support the program towards establishing and maintaining central storage for all program publications and resources with current and past resources.

4.Compliance

• Ensure compliance and adherence to the procurement and other relevant office policies in the execution of his or duties.

5.Others as Assigned by the Supervisor

QUALIFICATIONS:

1. Degree in Business Administration, Procurement, Communication, and other business management fields of relevant discipline.
2. Minimum of 3 years’ practical experience.
3. Must demonstrate understanding of procurement and administration including office and event management, ethics, and good management skills with diverse teams with large flow of information and activities.
4. Experience in an NGO setting is preferred.
5. Experience in budget preparation, tracking and expense reporting.
6. Excellent organizational skills, with mature interpersonal skills.
7. Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel).
8. Excellent spoken and written skills in English.
9. Meticulous with an excellent sense of judgment and ability to multitask.
10. Ability to adjust to changing circumstances, work on several activities in different stages of development at the same time and remain calm and focused under pressure.
11. Ability to work independently and prioritize, show initiative.
12. Ability to coordinate and work effectively with a diverse team in a multi-cultural set up.

Population Council – Kenya (PC Kenya) seeks to improve the health and well-being of vulnerable and marginalized populations in East Africa and other countries in the region. We support the design, testing, and scale-up of interventions on sexual reproductive health and rights, develop sustainable programme solutions that respond to girls’ educational needs and build their social, economic, and health assets; reduce HIV transmission; prevent and respond to sexual and gender-based violence; assess various service-integration models; and strengthen evidence for programmes related to unintended pregnancy.

Population Council – Kenya provides equal opportunity; it does not discriminate against any person with regard to age, color, national origin, disability, political belief, religion, marital status, gender, gender identity, or sexual orientation. Employment decisions are based on an individual’s qualifications as related to the position for which they are being considered. The Council especially encourages applications from members of underrepresented groups including but not limited to women, people with disabilities, youths, and those from communities with the most to gain from expanded access to sexual and reproductive health services and information. The Population Council-Kenya is international in the composition of its board of trustees and its staff, as well as in the nature and deployment of its activities.

How to apply

We are seeking an individual to fill the position described. If you know of a qualified candidate or are interested in applying for this position, please send resume and cover letter to: jobs-nairobi@popcouncil.org By 8th July 2024