Programme Assistant Career in Nairobi Kenya – Australia Awards for Africa Programme (AAAP)

GRM International is a leading project development organisation with offices operating throughout the world.

We are currently recruiting a number of positions for the Australia Awards for Africa Program in our office located in Nairobi.

The Australia Awards for Africa Programme (AAAP) is a key component of the Australian Government’s development assistance to targeted countries in Africa.

This three year contract aims to provide 1000 scholarships per year across almost all of Africa, covering post-graduate courses, short courses and professional development through work attachments.

Reporting to: Programme Unit Manager & Team Leader – Australia Awards for Africa Programme (AAAP)
Based: Nairobi
Duration: End Date 31 December 2013 with 2 year option to extend.
GRM Job Reference: DD-01114-PRJ

Functions:

· Provide administrative and logistical assistance to the Australia Awards for Africa Programme for the relevant class of Award as assigned by the Team Leader (Long Term Awards, Short Course Awards and Professional Development Awards) in accordance with the Quality Assurance Manual.

· Work closely with the various Programme counterparts including AusAID, Student Contact Officers (SCO’s), Coordinating Authorities, regional agents, IT Division and other Programme staff to coordinate the effective implementation of the AAAP.

· Report to the Programme Unit Manager regularly of progress or difficulties being encountered and;

· Liaise closely with GRM Support Staff.

Duties and Responsibilities:

Promotion stage

· Liaise with the Communications Coordinator to carry out or assist in various communications / promotions tasks as necessary.

Preliminary application and shortlisting stage

· Respond to queries.

· Assist applicants where required with the completion of preliminary application forms and other related documentation.

· Receive all applications and other relevant correspondence.

· Appropriately file all applications and assist in the implementation of the overall application process.

· Carry out compliance checks and enter all data into the relevant database/s and notify Programme Unit Manager for checking and further processing.

· Assist with the administration and logistics for the shortlisting process, e.g. travel and accommodation bookings, venue arrangements, documentation preparation etc.

· Secretariat duties as necessary (collecting and collating scoresheets, data capture etc)

Interview and information session stage

· Assist or implement all aspects of logistics for interviews, e.g. venue identification; quote evaluation; venue and accommodation booking;

· Prepare all documentation required for interviews and information sessions, e.g. scoresheets, visa forms, information packs etc.

· Secretariat duties during interviews, e.g. applicant document checks, capturing scores and comments, ensuring smooth running of each interview.

· Present information sessions.

· In liaison with the appropriate suppliers (hotels etc) ensure that all lunches and refreshments are provided as planned.

· Assist Finance Assistants or Coordinator to consolidate financial information as necessary.

Placement, mobilisation and award status management

· Prepare standard letters for priority and reserve candidates and submit to Programme Unit Manager for signature.

· Notify unsuccessful candidates and activate reserve candidates upon instruction of the Programme Unit Manager.

· Enter awardee details into appropriate database/s (OASIS, AAAP databases).

· Assist with and advise awardees on the visa application process, including medical examinations, and check for completeness before submitting to DIAC in the prescribed format.

· Assist with and advise awardees on the institution application process.

· Receive and courier completed institution application forms to the various institutions.

· Prepare Offer Letters and Contracts and submit to Programme Unit Manager for checking and sign off.

· Receive and courier Offers to the Nominating Authority or appropriate agent.

· Organise and implement and assist with pre-departure briefings for all awardees in respective countries, including planning and preparation, venue identification and selection, travel and accommodation bookings, documentation, administration and presenting as required.

· Mobilise awardees including facilitating individual and family visa applications, medical examinations and travel arrangements.

· Regularly update reports and / or database/s with student status as required.

General

· Ensure all filing (hard- and softcopy) for all tasks above is carried in accordance with the QAM and instructions as given by the Programme Unit Manager

· Assist with other event preparation and implementation as required.

· Actively participate in performance management processes.

· Ensure adherence to all HR requirements, e.g. timesheets, leave applications etc.

· Carry out all other reasonable tasks as directed by the Programme Unit Manager and / or Team Leader..

Key Selection Criteria:

Required skills/experience (selection criteria):

· Experience within a Project Office environment highly advantageous

· Tertiary qualifications preferable but not essential

· Experience with travel management, event management or visa processing an advantage.

· Works constructively with applicants and partner governments to ensure candidates understand and comply with visa and institution application processes in a timely manner.

· Exceptional standard of verbal communication skills.

· Strong computer skills and the ability to learn new programmes quickly.

· Strong task and time management skills, including the ability to work under pressure, prioritise tasks and balance several competing activities at once.

· Demonstrated people skills with a flexible and collaborative personal style

· Ability to carry out financial procedures such as petty cash management, expense claims, payments to hotels for venues, payments to individuals to reimburse them for medical costs, accommodation etc.

· Fluency in written and spoken English

· Fluency in any/all Portuguese, French, Arabic languages would be highly desirable.

Personal attributes (selection criteria):

· Identifies process improvements and discusses these with immediate supervisor.

· Works with people of all backgrounds with a respectful attitude

· Actively works to support the delivery of the objectives of AAAP and encourages others to do this too.

Application Details;

· A clear and concise cover letter addressing your suitability for the position against the Selection Criteria stated.

· An up to date resume. It is important that the resume illustrates how your qualifications, skills, knowledge and experience will enable you to meet the duties set out in the Terms of Reference.

Salary Level: 65-80K per month (Please note salary levels may be negotiated for exceptional candidates) Denomination – KES

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