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  • Posted: Mar 14, 2023
    Deadline: Not specified
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    World Vision is an international Christian relief, development and advocacy organisation working in almost 100 countries world-wide to create lasting change in the lives of children, families and communities to overcome poverty and injustice.
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    Grant Administrative Support Officer

    Key Responsibilities:

    Project Administrative Support

    • Provide administrative support to the Tumikia Mtoto project for efficient program implementation.
    • Support effective and timely management of donor/consortium requests, queries and related needs
    • Contribute to the processes of enhancing linkages with other partners
    • Ensure effective coordination of processes of reporting and monitoring with other consortium partners.
    • In collaboration with various project staff, ensure that program status and progress reports are developed, shared and well maintained in repository
    • Develop and Maintain a project records management system to ensure all program data is available for easy access and retrieval of information.
    • Develops and maintains an efficient physical and electronic filing system for the team
    • In liaison with the Grants and Compliance Manager, support in the tracking and maintenance of sub awards contracts and correspondences
    • Facilitate the creation of mailing lists for the consortium team members for effective communication.
    • Organizes regular team meetings and conference calls/video- conferences, including the preparation and distribution of documents and providing the necessary technical devices.
    • Provide administrative support in the coordination of the program process by tracking completion for the programs, scheduling interviews as necessary and e-filing the final document
    • Support project staff with People and Culture related processes including facilitating project staff orientation, contract renewals, performance agreements, appraisals among others.
    • Follow up with service providers to ensure office cleaning and hospitality services are provided as agreed.
    • Ensure that the office space is conducive for staff performance in compliance with the OSHA requirements
    • Ensure enough supplies and utilities for smooth running of the office.
    • In liaison with the accountant, support in the management of assets and inventory
    • Takes minutes of regular team meetings and other meetings as required 

    Workshops and Events

    •  Liaises with members and partners to coordinate logistical arrangements for workshops and events;
    •  Liaises with Project team and other agencies regarding venue, travel, hotels, and with catering Services staff for provision, room organization and logistics;
    • Liaises with and assists project recipients and consultants as required to ensure smooth functioning of activities;
    • Coordinates and disseminates all internal and external material, including publicity and background documents and coordinates appropriate mailings or distribution;
    • Prepares training kits or information packages and sends material to participants in a timely manner
    • Coordinates registration process and acts as contact person for the participants.

    Logistical Support

    • Coordinate staff movements & travel logistics and itinerary for efficiency
    • Facilitate delivery of parcels/ mails
    • In collaboration with Administration department liaise with service providers to ensure quality services
    • Liaise with the travel agents to obtain supporting travel documents

    Others

    Perform any other duties as assigned by the supervisor or designee

    KNOWLEDGE AND QULIFICATION FOR THE JOB

    • At least 4 years’ experience in project administration
    • Experience working in an INGO
    • Knowledge and experience in USAID guidelines
    • Good interpersonal, organizational, and customer care skills
    • Proficiency in Computer especially in Microsoft Office Suite and data analysis programs such as PP, Excel & Word
    • Bachelor degree in Business Administration, Social Sciences or related field from a recognized university.
    • Experience in Logistics Management is desirable

    Method of Application

    Interested and qualified? Go to World Vision Kenya on worldvision.wd1.myworkdayjobs.com to apply

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