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:
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.
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.
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.
Compliance
- Ensure compliance and adherence to the procurement and other
relevant office policies in the execution of his or duties.
Others as Assigned by the Supervisor
Qualifications:
- Degree in Business Administration, Procurement, Communication,
and other business management fields of relevant discipline.
- Minimum of 3 years’ practical experience.
- 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.
- Experience in an NGO setting is preferred.
- Experience in budget preparation, tracking and expense
reporting.
- Excellent organizational skills, with mature interpersonal
skills.
- Proficient computer skills, including Microsoft Office Suite
(Word, PowerPoint, Outlook, and Excel).
- Excellent spoken and written skills in English.
- Meticulous with an excellent sense of judgment and ability to
multitask.
- 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.
- Ability to work independently and prioritize, show initiative.
- Ability to coordinate and work effectively with a diverse team
in a multi-cultural set up.
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
