Programme Assistant
The Danish Refugee Council (DRC) is a
humanitarian, non-governmental and non-profit organization, founded in 1956,
that works in more than 35 countries around the world. DRC provides both
humanitarian assistance and longer-term development support to respond to the
needs of communities affected by acute crisis as well as those in protracted
displacement situations.
Purpose
Based in Nairobi with regular travel
to field locations and reporting to the Head of Programme Management Unit the
Project Assistant will be responsible for providing project and operational
support to the BORESHA consortium, led by DRC. The selected candidate will be
responsible for documentation, filing, recording minutes of meetings,
organizing meetings/workshops, organizing field travel, and liaising with
consortium agency field teams to ensure timely support to operational
locations.
The Project Assistant will also help
with the coordination of high level visits to the project, tracking partner
reports by following up various actions, and disseminating information to PMU
and consortium staff. The incumbent will work closely with PMU and consortium
staff to exchange information and support project delivery.
Responsibilities
Team/Consortium Support
·
Ensure timely and accurate execution
of the day-to-day project requirements by ensuring project master work plans
are followed, handling information requests and inquiries, advising visitors,
scheduling meetings, and support on completing project documentation, among
other related tasks
·
Support the Head of PMU in
coordinating activities including trainings, kick-off and program review meetings,
field visits, and internally and externally organized workshops. This role will
also include taking meeting notes for those meetings/workshops attended,
preparation of materials for programmatic meetings, and compilation and
distribution of meeting minutes and relevant information.
·
Communicate with implementing
partners as advised by the Head of PMU
·
Organize and coordinate visits by
donors, government authorities, country team members or headquarter staff
·
Liaise regularly with staff in other
departments, field offices, consultants, partners, and other external contacts
to ensure effective information flow and timely actions
·
Maintain an effective filing system
to include key correspondence, organization/project reports, financial
information and other relevant documents
·
Responsible for day-to-day project
correspondence, information sharing and filing, ensuring that appropriate
follow-up actions are taken for on behalf of the Head of PMU.
·
Maintain records and track the status
of action points arising from Project Steering Committee, Technical Working
Group and other BORESHA meetings.
·
Ensure compliance with financial
processes and financial records according to DRC and donor rules, regulations,
policies and strategies
Programme Support
·
Support project implementation
processes as directed by the Head of PMU. With support from the M&E
Coordinator, Finance
·
Coordinator other PMU and consortium
member staff, play a focal role in the project Inception Phase that involves
ensuring work plans, budgets, office space, staffing etc. are in place for
project start-up activities
·
Collection, analysis and presentation
of information for identification of areas for support and program formulation/
implementation
·
Develop talking points, background,
and briefing materials for meetings, publicity, and advocacy in collaboration
with the communications staff of DRC and other consortium members.
·
Ensure that all key program
documentation is filed and easily accessible and retrievable
·
Monitor and check project management
reports for compliance with activities, expenditures and work plans
·
With support from DRC Administrative
Unit, make logistical arrangements for program staff and guests, flight
bookings and accommodation
Qualifications
·
A University Degree in Social
Sciences or any other related degree
·
Minimum 2 years of relevant program
and/or administrative experience is required
·
Excellent knowledge of Project
Management and Support is required
·
Experience in the use of computers
and office software packages (MS Word, Excel, etc.) and knowledge of
spreadsheet and database packages
·
Ability to perform a variety of
standard tasks related to programs management, including screening and
collecting of project documentation, project data entering, preparation of
revisions, filing, provision of information
·
Flexible, with ability to work handle
multiple tasks and meet strict deadlines
·
Strong planning, organization and
problem solving skills with ability to work hands-on, independently, and within
team in a difficult work environment
·
Excellent report writing skills in
English
·
Strong communication (written &
spoken) and interpersonal skills
·
Ability to work cooperatively with
staff from diverse cultures
·
Previous experience working with an
NGO is preferred
General
Commitments: DRC has a Humanitarian
Accountability Framework, outlining its global accountability commitments. All
staff are required to contribute to the achievement of this framework
(http://www.drc.dk/HAF.4265.0.html). All DRC staff must be committed to the Red
Cross Code of Conduct, as well as the Core Humanitarian Standards.
Position Description
Location: Nairobi, with regular
travel to remote field locations in Mandera County, Kenya, Dollow Region,
Somalia, and Dollo Ado Region, Ethiopia.
Start of Contract: January 2018
Duration: 1 year, renewable (3 month probation)
Reports to: Head of Programme Management Unit, BORESHA consortium
This position is for qualified National staff the terms of employment will be in accordance with DRC terms for National staff.
Local candidates strongly encouraged to apply
Start of Contract: January 2018
Duration: 1 year, renewable (3 month probation)
Reports to: Head of Programme Management Unit, BORESHA consortium
This position is for qualified National staff the terms of employment will be in accordance with DRC terms for National staff.
Local candidates strongly encouraged to apply
How to Apply
Qualified candidates are invited to
submit their applications which should include a 1-page cover letter clearly
stating their motivation and qualifications and a CV.
Applications should include contact
details of three professional referees who have supervised the candidate in the
last five years. One referee must be the applicant’s most recent manager. Only
applications that address the stipulated duties and meet the required
qualifications will be considered.
We only accept applications sent via
our online-application form on www.drc.ngo under
Vacancies. Applications should be sent no later than: 19th December, 2017
If you have questions or are facing
problems with the online application process, please contact job@drc.dk
Danish Refugee Council does not charge any kind of fee at any stage of the recruitment process nor does it use recruitment agents.
Danish Refugee Council does not charge any kind of fee at any stage of the recruitment process nor does it use recruitment agents.