Program & Administration Assistant at Population Services International (PSI)

Department PSI Somalia, East Africa Based in Nairobi, Kenya

Reports to the PSI Representative

Join us!

PSI seeks a Program and Administration Assistant (PAA) to support the PSI Consortium Management Unit (CMU). The program assistant will provide programmatic and administrative support to PSI's CMU and country team to help achieve its mission to provide an Embedded Essential Package of Health Service (EPHS) and to achieve increased community awareness of, and demand for, health services and promote appropriate health, Maternal Infant and Young Child Nutrition (MIYCN) practices. The assistant will work closely with all CMU staff that include technical advisors and managers. This position is based in Nairobi, Kenya and entails occasional travel to Somalia.

Sound like you? Read on.

Your contribution

The Program and Administration Assistant (PAA) will provide both programmatic and administrative to support PSI technical advisors and managers. This will include supporting program and financial reporting and documentation, logistical support for the CMU, supporting key donor and MOH engagements and meetings, and liaison with Somali Health Authorities. The PAA will work and collaborate closely with the East Africa Regional office operations and finance team to support PSI activities and ensure full operational and audit compliance. The PAA will also help develop and implement a workflow system to manage multiple operational and administrative work streams and a complex multiple-office environment.

Responsibilities

Duties will include but are not limited to:

• Provide program and administrative support to PSI Somaliland's country team and Consortium Management
• Program and financial reporting: Support compilation and filing of programmatic and financial reports Organize, edit, file and track programmatic, financial reports and all communications to partners and other stakeholders reports;
• Meeting/ event management: Plan, organise and manage meetings with stakeholders (donors, partners, Somali Health Authorities) including venue, catering, transport; flights, visa processing and
• Communications and Liaison: Administrative liaison with Somali Health Authorities/ implementing partners/ health sector stakeholders
• Travel management: Maintain a travel calendar and manage the CMU's local and international travel (including hotel and accommodation reservations for visitors, VISA processing and local transportation; reviewing and signing off on travel expense reports) in collaboration with the PSI Country Office and EA Regional
• Office Administration and business operations
  • Help develop and implement a workflow system to manage multiple operational and administrative work streams and a complex multiple- office
  • Work closely with the PSI regional office operations and Finance team to support with all local procurement requirements and management of contractors and vendors, ensuring accurate set up and timely payments (including procurement requests, contacting and negotiating with prequalified suppliers to source for quotations, preparation and provision of necessary procurement paperwork)
  • Filing of all reports, grant documentation, communication to and from PSI stakeholders
  • Overall office management and oversight of the CMU office supplies and asset
  • Ensure CMU operations are compliant with both internal and external audit requirements
• Fulfil other programmatic, financial, and administrative functions as

What are we looking for?

The basics:

• Bachelor's degree in a relevant subject (Public Health, International Development; Business Operations);
• You write beautifully, your distinguished narrative style brings us to You feel comfortable speaking up when you have something important to say, and you're great about proactively reaching out to others to offer your support.
• At least two years of prior work experience in a fast-paced office environment;
• Advanced computer skills (MS Office applications, including Word, Excel, Adobe Acrobat, and PowerPoint),
• Strong quantitative skills, with emphasis on working with budgets and spreadsheets;
• Excellent organizational and administrative skills with special attention to detail and timeliness;
• Proven ability to develop routines to manage large workloads and organize work efficiently;
• Knowledge of USAID, DFID and the international donor community;
• Readiness to interact with a variety of people and assume diverse duties and tasks;
• Must be authorized to work in PSI will not consider work visa sponsorship for this position.

What would get us excited?

• Somali language skills are a major plus
• Excellent communication and interpersonal skills;
• Proven problem solving ability;
• Ability to work efficiently and quickly under pressure;
• Ability to prioritize and perform multiple tasks;
• Ability to work with minimal supervision and follow through on assignments;
• Demonstrated interest in international health and development issues