Program Assistant at Palladium International

Position summary

The incumbent will perform a variety of administrative, coordination, and logistical services in support of project activities. Under the guidance and supervision of the Finance and Administration Manager, s/he will focus on procuring project supplies and services and providing hands-on logistical and administrative support for core project meetings and activities.

The Program Assistant will report to the Finance and Administration Manager.

Responsibilities

Essential Duties and Responsibilities

• Assist in appropriate supplier selection and/or bidding processes for select purchase requisitions
• Assist with conducting due diligence on preferred vendors and maintain appropriate procurement and audit documentation
• Interact with suppliers to resolve transaction issues and gather critical information on status of supplies and services, quotations, and invoicing and tax documentation
• Liaise with project staff and partners to coordinate logistics for both internal and external workshops and meetings
• Coordinate with travel, accommodation, conference, catering, and printing agencies for provision of required project and workshop supplies
• Maintain and regularly update travel plans and records to facilitate program efficiency
• Request issuance of visas by contacting appropriate embassies and prepare supporting travel documents
• Prepare workshop material and/or information packages and make them available within the required timeframe
• Coordinate workshop registration processes and act as contact person for workshop participants
• Perform other duties and responsibilities as may be assigned

Qualifications and Experience

• University degree in business studies, human or social sciences, or related field.
• 1+ years of administrative / procurement experience, preferably with a USAID-funded project
• Proficient in computer and internet skills including MS Word, Outlook, and Excel
• Able to communicate effectively, both verbally and in writing, with managers, colleagues and clients
• Attention to detail and ability to effectively and efficiently perform multiple tasks and balance competing priorities often with a required timeframe
• Able to respond and adapt quickly to changing requirements and competing demands
• A general understanding of health programs and operations will be an added advantage
• Confidentiality and team spirit

This position is based in Nairobi, Kenya. Kenyan nationals are strongly encouraged to apply.