Responsibilities
Operations
and logistics
- Maintains
logistical and administrative activities and corresponding systems for
internal and external communication, fulfils information requirements.
- Organizes
and keeps track of meetings (minutes and tracking of items), maintains and
applies department agenda and planning, organizes periodic and one-off
events, monitors reporting schedules and requirements.
- Performs
a variety of logistics tasks such as organising travel and events.
- Working
closely with the Program/Project Managers and responsible technical leads
to organize overall team meetings such as staff meetings, annual planning
and reflection meetings, annual team building.
Program
support
- Processing
Information: Is in charge of entering program-related financial and other
data and processing it into standard systems.
- Support
in positioning: Is part of the Programs/Projects team in the region and as
such interacts with internal and external stakeholders.
- The
PA manages the documentation (financial, administrative and technical),
archiving and distribution of documents in the nextcloud platform, as well
as the follow-up on the updates of the subprojects and respective
documentation in the Hivos project management system (All Solutions).
- The
PA provides administrative support as needed in implementation,
monitoring and evaluation, in collaboration with the rest of the team and
shares possible synergies.
- Create
and modify documents e.g. invoices, reports, memos, letters etc. using
word processing, spreadsheet, database and/or other presentation using
Microsoft Office.
- Assist
in preparation and dissemination of contracts for partners and consultants
using the Hivos information management system (All Solutions).
- May
conduct research, compile data and prepare papers for consideration and
presentation
- Supporting
the program team in regard to grants program monitoring, evaluation and
learning to shape funding priorities and inform capacity strengthening
opportunities.
- Ensure
timely external communication and support in relationships with
consultants or external facilitators, providing expertise to the program.
Procurement
support
- The
PA is the responsible for the following-up of the deliverables and
payments of the consultancy contracts implemented.
- Supporting
program team in procuring of goods and services such as consultancies,
flights, accommodation and conference which includes coordinating approval
of terms of reference by the Program/Project Managers ; reviewing,
preparing and ensuring approval of contracts, invoices, purchase
requisition and other documentation necessary for the relevant processes.
- Any
other duties assigned to them.
Requirements
- Relevant
vocational training or comparable work experience, and higher level of
working and thinking.
- Able
to speak and write English fluently, knowledge of French, Swahili,
Portuguese or other relevant languages are a bonus.
- Approximately
3 years of work experience in a professional organization, and preferably
in an international environment.
- A
proactive, open-minded team player with a positive attitude, who enjoys
working in a dynamic environment.
- Supportive
of the goals of Hivos and alignment of the Hivos Values.
- Familiar
with working with financial administrative systems.
- Skilled
in organizing and planning.
- Experience
in supporting the organization of events, preferably also online.
- Ability
to think and act creatively and ‘outside the box’ to solve problems
- High
level of integrity.
Deadline: May 4, 2023
Application Link: https://hivos.org/vacancy/program-assistant-in-nairobi/
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