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.
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