Program Administrative Assistant Job in Kenya

Position Summary: 

The Population Council – Kenya is looking for a Programme /Administrative Assistant to be responsible for the Baobab Research Programme Consortium, facilitating smooth operations, providing vital support in administration, finance, and program implementation. He/She will be responsible for coordinating activities and events, managing logistics and aiding in financial documentation while ensuring efficient project execution.

Responsibilities:

Program Coordination:

  • Preparation of activity budgets, travel and field support requests and disbursement to project stakeholders and coordination of reimbursements to field participants in liaison with field teams.
  • Work with relevant project leaders to monitor field activities, ensuring they fit within the stated/contracted period, liaise with HR and Finance to coordinate payment of field teams.
  • Coordinate field finances in liaison with field teams to ensure field advances are paid and resolved within stipulated guidelines and close out finance and field activities.
  • Co-ordinate program staff and partners’ travel arrangements, including tickets and hotel acquisition (through the procurement office), travel authorization and other relevant forms.
  • Manage communication with participants during events planning including attendance confirmations, communication updates to participants and support activity managers with production of event materials.
  • Establish and maintain communication with vendors procured for program events, guiding on specific requirements for events before, during and after the event.

Procurement Support:


  • Initiate procurement processes as per PC guidelines, provide necessary support towards vendor identification and manage supplier relationships.
  • Assist relevant personnel towards maintaining project inventory records, supplies, and other materials required for project activities.

Communication Support:

  • Support program with compilation of information necessary for preparation of project reporting documents and dissemination materials.
  • Support the program towards establishing and maintaining central storage for all program publications and resources with current and past resources.

Compliance

  • Ensure compliance and adherence to the procurement and other relevant office policies in the execution of his or duties.

Others as Assigned by the Supervisor

Qualifications:

  • Degree in Business Administration, Procurement, Communication, and other business management fields of relevant discipline.
  • Minimum of 3 years’ practical experience.
  • Must demonstrate understanding of procurement and administration including office and event management, ethics, and good management skills with diverse teams with large flow of information and activities.
  • Experience in an NGO setting is preferred.
  • Experience in budget preparation, tracking and expense reporting.
  • Excellent organizational skills, with mature interpersonal skills.
  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel).
  • Excellent spoken and written skills in English.
  • Meticulous with an excellent sense of judgment and ability to multitask.
  • Ability to adjust to changing circumstances, work on several activities in different stages of development at the same time and remain calm and focused under pressure.
  • Ability to work independently and prioritize, show initiative.
  • Ability to coordinate and work effectively with a diverse team in a multi-cultural set up.

How To Apply

We are seeking an individual to fill the position described. If you know of a qualified candidate or are interested in applying for this position, please send resume and cover letter to: jobs-nairobi@popcouncil.org By 8th July 2024