Programme Assistant Job in Nairobi, Kenya

Vacancy: Programme Assistant

The International Planned Parenthood Federation (IPPF) is the world’s largest non-governmental organization working in the field of sexual and reproductive health information and services.

It has 6 Regional Offices, (Western Hemisphere based in New York, East and South East Asia and Oceania Region in Malaysia, Arab World Region in Tunis, South Asia Region in India, European Network in Brussels and the Africa Region in Nairobi, Kenya). The International Secretariat is in London, UK.

The IPPF Federation in Africa is made up 38 Member Associations (MAs) working in 42 countries in Sub-Sahara Africa. IPPF Member Associations are nationally founded and owned organizations and have been in existence for over 40 years in Africa providing and advocating for universal access to sexual and reproductive health and rights. 

The Member Associations are unique in that while being Member Associations of IPPF Africa Region and so members of an international NGO, they are also national organizations with national boards, staff, Constitutions, structures and autonomy.

Job Title: Programme Assistant

Department: External Relations

Location: Nairobi, Kenya

Responsible to: Senior Manager, External Relations and Advocacy

Job Purpose: To provide administrative support to the Department of External Relations and Advocacy in the achievement of set objectives, and in particular in implementing the Department’s Annual Programme Budgets and Restricted Projects.

Key Tasks

Provide administrative support to the timely implementation of the Annual Programme Budgets and Restricted Projects and specifically:
  • To organise, manage and update all relevant information and data, including budget approvals for the Annual Programme Budgets, the Hewlett Project and the DFID Project, including any other restricted projects.
  • To coordinate with Advisors, the preparation and submission of quarterly, half year and annual reports as per requirements set by APB and donors to relevant persons and donors.
  • To monitor, on a monthly basis, Summary of Budgets (SoBs) for ERA Department and do analysis for Advisers and the Director for planning purposes.
  • To provide the overall logistical support in the planning for all meetings, conferences and workshops organised by the Department, including and not limited to ensuring bookings of hotels, coordinating visas and other travel arrangements for participants, organising meeting places, finalising contracts for facilitators and rappouteurs etc.
  • To follow up with Advisers/Director in the development of contracts, signing of contracts and payments to all contractors of the Department. To ensure that before payments are made, all Advisers/Directors undertake assessment of work of consultants/contractors.
  • To coordinate with relevant advisors, the development and publication of ERA’s Flagship publications and public relations materials.
  • To keep a database of all publications, consultants and contractors, as well as work with Operations Department to periodically review contractors to ERA.
  • To organise departmental meetings through generation of agenda items, write minutes and follow up with Advisers on follow up actions.
  • To support the Director in the preparation of Missions.
  • To undertake any other responsibility as deemed necessary by the Director. 
Responsibilities
  • To directly advise the Director in financial decisions regarding areas of responsibility as noted on the electronic Information Management System (eIMS).
Education & Qualifications
  • Degree in social sciences or any relevant field. 
Professional Experience
  • At least 2 years’ relevant experience in a similar position.
Skills
  • Excellent interpersonal skills – tact and sensitivity essential.
  • Excellent written skills essential.
  • Excellent time management skills required to meet tight deadlines essential and follow up on activities.
  • Good IT skills to include Excel, Word and use of databases required.
  • Fluency in English essential. Working knowledge of French, Spanish or Arabic desirable.
Personal Competence
  • Sound judgement and ability to pay attention to details.
  • Subscribe to IPPF’s values and visions including the right of all women to have access to safe abortion and fundamental human rights of all persons, including sexual rights.
How to Apply:


Interested persons should submit a CV including three referees and cover letter indicating educational background, experience, skills and why you think you are the best candidate for the position to: hroffice@ippfaro.org