Program Assistant at Danish Refugee Council

Responsibilities for the Program Assistant Job

Team/Consortium Support

• Ensure timely and accurate execution of the day-to-day CFRP project requirements by ensuring project master work plans are followed, handling information requests and inquiries, advising visitors, scheduling meetings, and complete project documentation, among other related tasks

• Support the Project Coordinator in coordinating activities including trainings, kick-off and program review meetings, field visits, and internally and externally organized workshops. This role will also include taking meeting notes for those meetings/workshops attended, preparation of materials for programmatic meetings, and compilation and distribution of meeting minutes and relevant information about CFRP

• Communicate with implementing partners as advised by the Project Coordinator

• Organize and coordinate visits by partners, county government authorities, country teams or headquarter staff

• Liaise regularly with staff in other departments, field offices, consultants, partners, and other external contacts to ensure effective information flow and timely actions

• Maintain an effective filing system to include key correspondence, organization/project reports, financial information and other relevant documents

• Responsible for day-to-day project correspondence, information sharing and filing, ensuring that appropriate follow-up actions are taken for the Project Coordinator

• Maintain records and track the status of the CFRP staff action items

• In liaison with the DRC Finance Department and Area Manager, review financial reports of CFRP team/consortium members and BFUs and communicate management decisions on the same to CFRP partners

• Ensure compliance of financial processes and financial records according to DRC and donor rules, regulations, policies and strategies

Programme Support

• Support project implementation processes as directed by the project coordinator. With support from the M&E and CFRP technical teams, play a focal role in new project inception processes that involves ensuring work plans, budgets, office space, staffing etc. are in place for project start-up activities

• Collection, analysis and presentation of information for identification of areas for support and program formulation/ implementation

• Develop talking points, background, and briefing materials for meetings, publicity, and advocacy in collaboration with the Regional Communications officer in Nairobi

• Ensure that all key program documentation is filed and easily accessible and retrievable

• Create and maintain project files, database, and preparation of budget revisions, revision of projects, and project status, determination of unutilized funds, operational and financial closure of a project

• With support from DRC Administrative Unit, make logistical arrangements for program staff and guests, flight bookings and accommodation

Program Assistant Job Qualifications

• A University Degree in Agriculture, Business, Social Sciences or any other related degree

• Minimum 2 years of relevant program and/or administrative experience is required

• Excellent knowledge of Project Management and Support is required

• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages

• Ability to perform a variety of standard tasks related to programs management, including screening and collecting of project documentation, project data entering, preparation of revisions, filing, provision of information

• Flexible, with ability to work handle multiple tasks and meet strict deadlines

• Strong planning, organization and problem solving skills with ability to work hands-on, independently, and within team in a difficult work environment

• Excellent report writing skills in English

• Strong communication (written & spoken) and interpersonal skills

• Ability to work cooperatively with staff from diverse cultures

• Previous experience working with an NGO is preferred