Nairobi: Regional Program Associate at Internews Network

NOTE: This position is open to local nationals of Kenya and will be hired as a local national staff member. from that Nairobi Regional office.

Duties And Responsibilities

Administration and Logistical Support

• Act as front desk for regional office visitors, appointments, correspondence with country offices and Internews headquarter offices in Washington DC, Arcata, California, and London, UK.
• Provide administrative support for Regional Director and Business Manager in correspondence and relations with authorities, partner organizations and other organizations in Africa.
• Coordinate travel logistics assist with hotel bookings, taxis, visas etc and arrange accommodations for Internews representatives within the department.
• Provide project field staff with support such as correspondence, M&E as requested.
• Assist the Program Officers with project oversight including progress towards program deliverables.
• Assist with set-up for new projects, including expat and local staff recruitment as needed.
• Responsible for equipment and software pricing, procurement, insurance and shipping to field offices.
• Provide overall support to Regional Office and coordinate with Office & Logistics Assistant. Monitor office premises at to ensure good maintenance, overseeing cleaning, logistics and services.
• Provide logistical and administrative support for regional meetings or trainings.
• Provide correspondence and admin support for projects in Africa which are in start-up or close-out phase or have limited administrative staff.
• Provide other administrative support for Regional Director and Business Manager as required.

Procurement

• Request quotes, prepare documentation for approval by relevant budget authority & place orders.
• Ensure compliance with Internews procurement policy; prepare Procurement Request forms to obtain Purchase Orders (PO) approvals in collaboration with Business Associate.
• Prepare vendor payment by cash, cheque or wire transfers.
• Receive and check delivery.
• Expedite shipping of procured equipment/supplies to country offices.

Finance & Accounting Support

• Act as cashier for regional petty cash account and pay vendors as appropriate.
• Serve as bank agent for Regional Office and Kenya Office bank accounts.
• Prepare wire transfer requests; make cash and cheque payments.
• Prepare monthly WTR for Regional Office operational expenses.
• Prepare vouchers and ensure appropriate supporting documentation and approvals.

HR

• Act as HR representative for the Nairobi Regional and Country office.
• Works with HR departments on Business World staff entries and management.
• Works with HQ HR Dept to draft PSCs and liaise with HR for all related matters.
• Review PSC invoices and activity reports before submission.
• Ensure all minimum standard requirements from HR department are met.
• Uphold HR Manual.
• Act Business Associate in his/her absence.
• Understanding of and demonstrated commitment to upholding Internews’ Core Value.

Required

QUALIFICATIONS:

• Excellent written and oral communication skills.
• Professional-level fluency in English.
• Proven organizational skills, with excellent attention to detail.
• Proven ability to multi-task and prioritize with a shifting workload.
• Proven ability to operate effectively in a multicultural environment.
• Experience with event planning and/or arranging logistics for project implementation; including making complex travel arrangements.
• Knowledge of good human resources management practices.
• Experience of Microsoft Office environment.
• Proven experience of managing relationships in complex organizations with numerous stakeholders.
• Willingness and ability to travel with an understanding and appreciation of culture and diversity.
• Reasonable experience in managing financial and management accounting processes.
• Experience of supporting field offices in developing countries.
• Good understanding of the project management cycle.
• Willingness to learn.
• Good people management skills.
• Optimism, a sense of humor, and excitement at joining a supportive, skilled, multi-cultural team that is distributed across the globe;

Preferred

• Education: Degree in business administration or related field.
• 2-3 years development or non-profit experience, including field experience.
• Experience with financial management and familiarity with US Government rules and regulations.
• Language skills in French are welcome.