Title: Project Assistant
Location: Kiambu County
Reports To:
HIV Clinical Services
Lead
Dotted Line: Procurement &
Logistics Manager
Classification:
Full-time
How will you fight for an AIDS-free generation?
To provide assistance to
the Dhibiti project towards ensuring and facilitating program teams to deliver
on donor and Foundation objectives in an efficient and effective manner.
Reporting to the HIV Clinical Services Lead and with a dotted line to the Procurement
& Logistics Manager, the incumbent will ensure smooth flow of
documentations, communications and logistics of program teams. Ensure an
effective and sufficient link between the operations and the program teams with
a similar goal to achieving program deliverables.
Duties & Responsibilities
No two days are alike at EGPAF, but what can you expect as a Title?
- To
provide administrative, logistical and clerical support to the program
staff as needed.
- To
participate in programs and operations meetings as needed.
- To
ensure that all financial returns received from the sites/facilities and
field staff are complete, accurate and timely.
- To
support the management needed for program trainings and workshops.
- To
ensure that there is timely payments for the participants of trainings.
- To
facilitate hotel bookings, transportation, logistics and other travel
needs for field staff.
- Receiving
invoices from vendors, and subsequently receiving the Purchase order in
GPS.
- Verification
of documentation that support invoices (Signed EGPAF Purchase order,
Delivery Note, VAT receipt) to ensure completeness, at the delivery point.
Ensure that the invoices are verified and received both on GPS and
SharePoint Invoice Tracker before forwarding the documents to Finance for
Payment.
- Receive
orders: Check the number of packages, check packaging and content and
inform the procurement team, Supplier and requester of any problems
(missing or damaged goods, etc.).
- Ensuring
all materials received at the warehouse have system-generated goods received
note.
- Communicate
and coordinate with program team on dispatches of project supplies between
regional offices and facilities.
- Updating
and maintenance of the asset register.
- Tagging
and Labelling of assets as per laid down procedures)
- Ensure
proper allocation, returns and replacement of equipment with staff.
- Support
the monthly stock-take.
- Support
weekly scanning for electronic filling and physical filling of all program
documents.
- To
facilitate staff documents to and from the regional office to the field
office.
- Any
other duties as may be assigned
Qualifications
To be successful, you will have:
- Degree
or Diploma in Business Administration, Business Management or relevant
qualifications.
- At
least 2 years of relevant experience supporting projects and program staff.
- Proactive
with demonstrated ability to plan, organize, coordinate, follow up,
multitask and prioritize under pressure with minimal supervision.
- Knowledgeable
in core operations disciplines
- Good
communication skills
- Good
interpersonal skills
- Strong
work ethic and ability and willingness to work long hours
- Able
to work in team settings and willingness to learn
- Cross-cultural
competence as demonstrated by confidence and ability to make relevant
presentations to diverse audiences
- IT
Savvy, including inventory soft wares
Bonus points if you have:
- Experience
working in a donor funded project.
- Field
based experience is a distinct advantage.
Competencies
The Foundation expects
all employees to possess the fundamental competencies of interpersonal skills,
communication, accountability, continual learning, and driving results. The
ideal candidate will either be proficient or advanced in the following set of
competencies, specific to this position’s level of Individual contributor:
- Problem Solving – Problem solving is a
person’s ability to use critical thinking to identify and analyze
problems, weigh relevance and accuracy of information, generate and
evaluate alternative solutions, and makes recommendations.
- Flexibility – Flexibility is a
person’s ability to be open to change and new information and rapidly
adapt to new information, changing conditions, or unexpected obstacles.
- Resilience – Resilience is a
person’s ability to deal effectively with pressure, remain optimistic and
persistent under adversity, and recover quickly from setbacks.
- Time Management – Time management is a
person’s ability to effectively manage one’s time and resources to ensure
that work is completed efficiently.
How to Apply