Job Purpose
To work collaboratively with the
project team on specific short- and long-term assignments. S/he will oversee
tasks delegated by the Project Manager, Project Officers, coordinate with the
project team and stakeholders and ensure that the work assigned is moving
forward on time and on budget. S/he is highly organized, adaptable, and able to
prioritize tasks while working independently. S/he is responsible for the
day-to-day general administration of the Project Field Office, assisting the
Project Manager and providing general administrative support to the project
team
Duties & Responsibilities
Coordination and Administration
- Organize and monitor meeting schedules
for the Project Team
- Plan and organize team activities on a
need’s basis
- Track and see that reporting deadlines,
responses to emails, etc are met
- Raise PRs and follow through to LPOs and
payment
- Set up and manage (virtual) meetings and
sessions including provision of meeting links, sending out reminders, etc
- Provide regular updates verbally and in
written form to Management
- Provide day-to-day administrative
support, including Human resources, Procurement and Finance as may be
required
- Assist in the follow up for facilities,
services, maintenance.
- Keep abreast with all organizational
changes and business developments.
- Manage the induction of project staff
- Manage the project assets inventory
Client and User Engagement and Support
- Follow up on conclusion of client and
vendor agreements, including signing of the agreements and follow up of
payments (to and from Amref)
- Respond to client and user queries
according to the set Service Level Agreements (SLAs), clarifying desired
information
- Resolves problems by clarifying issues;
researching and Exploring answers and alternative solutions; implementing
solutions; escalating unresolved problems
- Maintains call center database by
entering information
- Follow up non-performing learners on the
digital learning platforms to seek ways to support them and increase
completion rates
- Administer client feedback tools and
summarize the findings to inform continuous improvement efforts
Reporting
- Assist in ensuring issues reported are
logged and responded to within acceptable durations
- Generate and package client/user reports
from the learning platform according to user/client needs
- Maintain a continuous improvement
opportunities log based on feedback from the various reports and flag them
for action on a regular basis
- Training Assist in training clients,
stakeholders and members of staff in the use of the digital learning tools
Marketing and Communications
- Draft marketing materials for creating
awareness about the project
- Track information of the ICD website and
flag areas that need updating
- Follow up with Project teams to identify
information and stories that can be uploaded to the website and to social
media platforms Office Support Perform work related errands as requested
such as going to the bank
Information Management
- Assist in filing and storage of documents
both electronic and hard copies
- Create and maintain an assets inventory
for the Project team
Required Qualifications
Education and Professional Qualifications
- Bachelor’s degree in
communications, business administration, social sciences or related field
- Knowledge of modern office
procedures
- Ability to format reports and
manipulate data using spreadsheets
Required Experience
- At least 3 years’ relevant
experience
- Office management in a busy office
environment
Knowledge, Skills and Competencies
- Excellent written and verbal
communication.
- Fluency in speaking, reading and
writing in English. Knowledge of French would be an added advantage
- Proficient in MS Office.
- Ability to prioritize and
multi-task.
- Ability to exercise
confidentiality, tact and discretion when dealing with diverse groups of
people.
- Excellent organizational and
multitasking abilities.
- A team player with leadership
skills
- Professional and analytical
approach to office administration.
- Creative problem solving within the
framework of set corporate policies and procedures
- Ability to make timely and
well-considered decisions based on corporate policies
How To Apply