Key Responsibilities
- Cross-Cutting Responsibilities
- Workplan Coordination
- Consolidate all team workplans and share with
respective leads by the 1st of every month for approval.
- Financial Facilitation
- Review surrenders, claims, and advance requests
for all supported team members and facilitate their timely processing.
- Procurement Support
- Assist team leads and staff in preparing
requests through Tradogram and follow up with Procurement & Logistics
(P&L) for timely delivery.
- Support supplier pre-qualification processes for
regularly used consumables as needed.
- Field Operations Support
- Follow up with field teams tensure logistics
support is provided (conference packages, accommodations, vehicle
requests, and hotel/supplier payments).
- Prepare a monthly logistics support tracker
tassist with budget monitoring and prevent overruns.
- Training and Event Coordination
- Provide logistical support for trainings,
including booking flights, accommodation, local travel, communication with
participants, and raising requisitions on Tradogram.
- Coordinate administrative and budget-related
preparations, and facilitate timely payments for workshops, trainings, and
materials.
- Data Verification and Spot Checks
- Participate in data validation exercises and
spot checks using digital tools as delegated by the leads.
- Operational Efficiency
- Ensure accurate documentation and filing of all
programmatic and financial documents on SharePoint.
- Act as a liaison between field teams and central
support functions tremove operational barriers.
- Maintain effective communication between field
teams and the Support Office.
- Track and verify promotional materials,
registers, commodities, and supplies, ensuring correct quantities are
ordered, distributed, and recorded according tforecasts.
- Financial Documentation and Compliance
- Support leads in managing all cash and financial
transactions in line with organizational policies.
- Ensure all field expenses, advances, and
reconciliations (including per diems) are submitted fully, correctly, and
on time, in compliance with SOPs.
- Provide training and support tfield teams on
financial and administrative documentation requirements, and ensure all
necessary tools are available.
- Reporting, Coordination, and Meeting Support
- Ensure activity workplans and reports are
properly circulated trelevant teams tenhance coordination.
- Support leads in organizing review and planning
meetings, including minute-taking, documentation of proceedings, and
tracking progress on action points.
- Data and Information Management
- Archive operational data and performance
information on SharePoint.
- Update various SharePoint databases (e.g.
performance narratives, stock levels, staff training records).
- Maintain an efficient and accessible archiving
system for use by team leads.
- Other Duties
- Perform any other duties as assigned by
supervisors tsupport program efficiency and effectiveness.
- KPIs
Qualifications
- Diploma in business management or related field
- 1-2 years administrative support experience
- Knowledge on, and values-alignment with the MSI
Reproductive Choices Kenya and its commitments
- Excellent written and verbal communication
skills (English).
- Strong organizational, and time management
skills, with experience of self-management, meeting deadlines and
working with minimum supervision.
- Proactive, with the ability twork independently
and as part of a team.
- Willingness tlearn and keeping a healthy
attitude tquick and changing requests
- Demonstrated ability tsupport the organizing and
implementation of events and meetings.
How to Apply
