Program Assistant Job in Nairobi, Kenya

Position Title: Program Assistant

Department:
 Clinton Climate Initiative - Forestry

Site Location:Nairobi, Kenya

Summary: The purpose of this position is to provide the SLEEK team with administrative and logistical support helping to ensure the management and smooth running of the program.

Scope and Impact: The incumbent will work directly with all CCI F staff involved with the SLEEK program, relieving them from administrative tasks allowing them to devote more time to the programs.


His/her will also be tasked, as appropriate, with programmatic tasks which will increase as they grow in the role. 

The incumbent’s demeanor, professionalism and diplomacy impacts important relationships, both internal and external, and supports the overall well-being of the program and functioning of CCI Forestry in Kenya. 

The role is essential in allowing the SLEEK team to implement the program in Kenya.

Essential Functions

Assist managing SLEEK program (40%):
  • Supports the documentation of the SLEEK development process including the production of minutes of meetings and documentation of key-decision that will underpin the development of SLEEK;
  • Provides program support in the tracking of key deliverables through GANTT charts and other tools;
  • Drafts contracts, budgets, and donor reports with direction from manager
  • Writes routine reports and correspondence, and assists with the development of program materials
  • Conducts research and provides support to the SLEEK team members in regards to programmatic efforts
Support organization of meetings (25%):
  • Arranges meetings and events between SLEEK participants, assisting with preparations for SLEEK quarterly meetings, including producing presentations, supporting documents and meeting logistics;
  • Ensure deadlines are met, questions are answered, and requests are addressed proactively and promptly;
  • Takes notes at meetings as required
Provide general administrative support to the SLEEK project team (35%):
  • Composes, edits and proofs correspondence, reports and memoranda and other materials Draft letters to partners upon requests
  • Create and maintain electronic and hard copies of important documents;
  • Assists with the administration of the SLEEK scholarship program
  • Maintains and organizes SLEEK files;
  • Assists in formatting and printing project/program documents, materials and presentations upon requests
  • Assists assigned managers and team members by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries
Additional Responsibilities and Occasional Duties
  • This job description is intended to convey information essential to understand the scope of the position.
  • It is not intended to be an exhaustive list of skills, efforts, duties, or responsibilities associated with the positions.
Physical Demand Analysis
  • The Clinton Foundation will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in undue hardship.
Physical Demands that are Essential to the Job and Performance and their Frequency
  • Constant computer work which may require repetitive motion, prolonged periods of sitting and sustained visual and mental applications and demands.
  • Occasional long-distance travel (sometimes to developing countries, including rural areas) which may require walking distances, lifting and carrying luggage and boxes (>25bs), and prolonged periods of sitting in tight quarters.
  • Occasional lifting, bending, pulling, collating, and filing, some of which could be heavy (>15 lbs) or require the use of carts.
Qualifications

Education (Minimum Needed and Type of Degree Needed):
  • Minimum Required: undergraduate degree in a relevant field (preferably environment or project management related).
Work Experience (Minimum Needed):
  • Minimum Required: At least three years working in a program support role or similar for a complex and fast-paced organization
  • Preferred: Experience in project management, interactions with internal and external contacts
Specialized Knowledge Needed for Performance of Job:
  • Ability to effectively take notes, and to synthesize complex and/or text-heavy information;
  • High level of diplomacy required with the ability to manage relationships in a positive manner;
  • Ability to interact with people at all levels inside and outside of the organization, as well as people from diverse backgrounds;
  • Superior customer service skills and a high level of discretion with confidential and sensitive information;
Skills (e.g. Level of Judgment Required, Ability to Direct, Work Independently, Multi-Task, etc.):
  • Demonstrated ability to multi-task, good command to prioritize and manage time to meet deadlines;
  • Ability to work well in a fast paced environment, while maintaining a professional demeanor; ability to remain calm in stressful situations;
  • Willingness to be nimble and proactive;
  • Excellent attention to detail, with strong reviewing skills and a high degree of accuracy is essential.  
Special Skills (e.g. Technical, Advanced):
  • Good computer skills, especially with Microsoft Word, Excel, PowerPoint, Windows, and in internet-based communications
Other (Communication Skills, Mechanical Aptitude, Math Skills, Learning Skills, or Other Specific Skills Required):
  • Excellent communication and interpersonal skills, including superior written and spoken communication and fluency in English and Swahili
  • Excellent teamwork and relationship management skills required.
Additional Comments:
  • Ability to work in a varying schedule including nights, early mornings, weekends and holidays.

How to Apply
Send application to drizzetti@clintonfoundation.org

Equal Employment Opportunity Statement:
 The Clinton Foundation maintains a strong policy of equal opportunity in employment. It is our objective to recruit, hire, and retain the most qualified individuals without regard to race, color, religion, sex, sexual orientation or identity, national origin, age, disability, veteran status, or any other characteristic or status protected by applicable federal, state, or local law. Our equal employment philosophy applies to all aspects of employment, including recruitment, compensation, benefits, training, promotions, transfers, job benefits, and terminations.