Vacancy: Program Administrative
Assistant
Ref: ACT/PAA/10/2015
Act
Change Transform (Act!) is a leading Kenyan not-for-profit, non-governmental
organization involved in diverse development initiatives in Kenya.
Our
holistic approach to development is delivered through capacity development and
grants management.
The
Need: Act!
is seeking to recruit a Program Administrative Assistant to assist it’s various
program activities.
The
Program Administrative Assistant will serve as the focal point administrative
coordination of program/project implementation activities, involving extensive
liaison with departmental units to initiate requests, process and follow-up on
administrative actions within programs.
Key
Responsibilities:
Specifically,
the Program Administrative Assistant will be responsible for but not limited
to:
Information
and Documentation
- Focal
point person in sending key communication to partners and confirmation of
responses where required e.g. workshop attendance confirmations, received
program reports.
- Backstop
the programs information management, including documentation,
correspondence and follow-ups.
- Serve
as the central focal person for the program coordinating team. This will
include managing documentation arising from all coordination meetings and
making follow-up on the implementation of such actions.
- Take
minutes of key meetings and document all proceedings of project planning
meetings and any other program related meetings as directed by the program
manager.
- Establish
and maintain an easily accessible and user friendly document retrieval
system for the project’s materials which include but not limited to Power
Point Slides, project documents, trip reports, consultants reports,
evaluation forms, minutes of meetings and other training materials used in
various activities.
- Establish
and maintain key partner contacts database and e-mail list serve.
Logistics
Take
lead in providing timely and accurate logistical support to activities in
relation to;
- Collating
hotel, transport and stationary requests for the programs.
- Assist
in organizing workshop /events and sourcing appropriate venues.
- Assist
in organizing materials and equipment required for workshop / events.
- Computing
processing participants per diem.
- Workshop/
Training on site logistical support where required.
- Perform
any other responsibilities as may be delegated from to time to time by the
PM.
Required Skills, Experience & Personal Attributes
- Diploma
in Administration or related field.
- At
least Two (2) years relevant experience in program administration or
similar assignments.
- Ability
to work as an effective team member in a complex and fast paced
environment.
- Strong
organizational and coordination skills.
- Ability
to multi-task and follow-on tasks to completion.
- Good
interpersonal and analytical skills.
- Highly
proficient in MS Word, Excel, Access, Power-Point applications.
How to Apply
If
you meet the requirements as contained in the job description, please
submit
(1) a
detailed and current CV;
(2)
an application cover letter demonstrating why you qualify for this opportunity,
quoting your current and expected gross salary and three referees including
their most current contact details.
All
applications should be submitted electronically to hr.admin@act.or.ke quoting
the reference number (ACT/PAA/10/2015).
Only
shortlisted applicants will be contacted.