Poverty Eradication Network (PEN) is a Kenyan
NGO with a mission to contribute towards eradication of poverty through
building institutional capacity of civil society organizations.
PEN believes that strong Community Based Organisations (CBOs) and Non-Governmental Organisations (NGOs) are basic requirements for sustainable development with long term impact upon poverty in Kenya.
PEN operates by establishing partnership relationships with selected institutions and communities, with whom we conduct participatory assessments, produce an organizational development plan and undertake mutually agreed interventions; with the objective of assisting each institution to become more effective, efficient and sustainable.
PEN seeks to recruit a Programme Administration Officer as Below.PEN believes that strong Community Based Organisations (CBOs) and Non-Governmental Organisations (NGOs) are basic requirements for sustainable development with long term impact upon poverty in Kenya.
PEN operates by establishing partnership relationships with selected institutions and communities, with whom we conduct participatory assessments, produce an organizational development plan and undertake mutually agreed interventions; with the objective of assisting each institution to become more effective, efficient and sustainable.
Job Title: Programme Administration Officer
Department: Finance and Administration
Reporting to: Finance and Administration Manager
Supervising: Administrative Assistant; Office Assistant; IT Assistant
Cooperating with: Programme and Project Managers, Partners and Clients
Job Purpose: To provide professional administration support to PEN Programmes, through the management of: Administration Staff Members; Procurement; Management Information Systems (MIS); Contracts; and Training Logistics; and to provide effective and efficient logistical support to the PEN Board of Directors.
Major Roles:
1. Establish and Manage the PEN Management Information System (MIS)
- Files
and archives; Programme databases: Lower Eastern Field Projects, CSO
Networks Projects; Capacity Building and Management Services Projects;
proposals; consultancy reports; programme reports; board reports; donor
reports; evaluation reports; OD assessment reports; presentations; photos;
training manuals; and others.
2. Manage PEN Procurement
- Procure
all office supplies and materials, following established policies and
procedures
- Maintain
list of Suppliers
3. Contract Management
- Establish
and maintain a data base for all PEN consultancies; manage all client
files: Contracts, Terms of Reference, Intervention plans and Reports;
track and monitor implementation of all consultancies: mobilization,
start-up, implementation and completion of all consultancies; Coordinate
between lead consultant, PEN finance, and client as appropriate;
4. Logistical Support to Trainings, Workshops,
Conferences and Special Events:
- Venue
identification, contract negotiation and coordination; Coordination with
client re logistics; Preparation and Management of Participant List and
Attendance Lists; Travel and logistical support to PEN training team;
Printing, collation and distribution of training materials. (Coordinates
with Lead Trainer and Finance)
- Maintaining
and monitoring the PEN Training Calendar
5. Administration
- Support
to Development and Implementation of the PEN Administration Manual
- Support
to PEN HR Management
- Supervision
of Administrative Assistant and Office Assistant and IT Officer
6. Logistical Support to the Board of Directors
- Provide
Administrative and Logistic Support to the Board and PEN Directors: Annual
Calender of Events, Meeting Announcements with Agenda, Acquisition and
Presentation of Board Papers, Minute taking, Document and monitor
follow-up action list, Communication with Directors re. meeting attendance
, travel arrangements and their issues not requiring ED attention.
Job Specification
The Candidate should be a professional administrator, upwardly mobile (i.e. willing to invest in advancing their career) with commitment to social development, effective and efficient management and a strong team player.
Experience:
The Candidate should be a professional administrator, upwardly mobile (i.e. willing to invest in advancing their career) with commitment to social development, effective and efficient management and a strong team player.
Experience:
- At
least 3 years work experience in administration and office management,
with an excellent reference.
- Exposure
to and genuine interest in civil society sector and poverty eradication
Minimum Qualifications
- Graduate
in Business Studies or Social Studies.
- Computer
literacy; especially office suite or similar
- Fluency
in English and Kiswahili languages, with excellent writing skills
Personal Qualities
- Excellent
communication and interpersonal skills
- Good
planner and organizer with excellent attention to detail
- Good
management skills are essential
- Excellent
organizational and time management skills
- Willing
to learn and perform multi tasks
- Empathy
with poor, marginalized and vulnerable people
- Ability
to work in cross cultural environment
- Excellent
references
How to Apply
If you feel you posses the necessary qualifications and experience, please send your contact, resume and application letter detailing the attributes you bring to this position to the address below:
Recruitment Committee
Poverty Eradication Network (PEN)
AACC Compound
Waiyaki Way/Church Road, Westlands
P. O. Box 4932-00200
Nairobi
Or email your application to: info@penkenya.org
Closing Date: 30th September 2011
If you feel you posses the necessary qualifications and experience, please send your contact, resume and application letter detailing the attributes you bring to this position to the address below:
Recruitment Committee
Poverty Eradication Network (PEN)
AACC Compound
Waiyaki Way/Church Road, Westlands
P. O. Box 4932-00200
Nairobi
Or email your application to: info@penkenya.org
Closing Date: 30th September 2011
You can now click on this link www.kenyanvacancies.com to visit our sister website for more vacancies.