Program Coordinator -Maternity Cover (Consultancy) at International Foundation for Electoral Systems (IFES)

PRIMARY FUNCTION/PURPOSE:

Under the supervision of the Program Manager, principal duties and responsibilities shall include, but not limited to, the following:

MAJOR DUTIES AND RESPONSIBILITIES

Program Management

• Support project management and implementation of project activities

• Assist in organizing and coordinating core project activities;

• Assist with regular update of the work plan as well as follow up on activities;

• Assist in collection of data for monitoring and evaluation of activities and updating the M&E plan;

• Assist with reporting of programmatic results, these will include weekly/monthly reports to Program Team, Donors, Annual reports, as well as other reports as required;

• Tracking and documentation of election related information in the media and issue Daily Digest email;

• Arrange program meetings and attending meetings when necessary and provide reports

• Providing logistics support to international and local consultants

• Book accommodation

• Prepare travel advances and review travel expenses and ascertain accuracy prior to payments

• Assist with logistical arrangements for workshop participants and consultants

• Manage seminar and workshop participants’ database;

• Workshop set up and ensuring adequate branding of the venues

• Transport and per diem reimbursements to participants

• Liaising with partners on workshop invitations and making follow-ups on invited participants

• Taking of minutes of program meetings and ensuring distribution to all relevant staff

• Assist with evaluation of partner proposals, as well as review of partner reports

• Attend partner planning and working group meetings, as needed and provide reports;

• Assist in drafting briefing papers on relevant topics as needed;

• Assist with managing program planning and budget monitoring/realignment

• Monitor activity costs and alert relevant staff of the same

• Gather data on various costs for various activities to inform purchases

• Other duties as may be assigned.

POSITION SCOPE: Provides the support necessary for the team to achieve its goals. Job duties are fairly straight forward and require following common procedures and guidelines. Manages own workload, time and priorities, with guidance from supervisor

DECISION MAKING/PROBLEM SOLVING:* Has the knowledge and skills to identify solutions to routine problems. Produces useful ideas or explanations for circumstances, but may need guidance on execution for results. Understands and applies policies and proactively suggests solutions and improvements on issues.*

FISCAL RESPONSIBILITY:* Prepares routine financial reports in compliance with IFES policies and procedures. Processes routine transaction in compliance with IFES procedures.*

RELATIONSHIPS:* Maintains collaborative working relationship with team members and other staff within the Division. Initiates contact with staff in other departments to exchange information and coordinates activities necessary to achieve work goals.*

SUPERVISION EXERCISED:* None*

POSITION REQUIREMENTS:**

Education: Bachelor’s degree required

Experience: 0 - 2 years’ relevant experience in international development or related field. Internship(s) experience with an international NGO a plus

Related Skills or Knowledge: Experienced with Microsoft Excel, Word and PowerPoint required. Introductory experience in proposal development support a plus. Familiarity with USAID regulations helpful. Detailed oriented and organized. Ability to prioritize, take direction, and handle varied tasks within deadlines. Strong communicator, both verbally and in writing. Collaborative, team oriented individual

LANGUAGE SKILLS: English required. Proficiency in Kiswahili required

TRAVEL: Travel may be required, up to 10%

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Standard office work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.