Program Administrative Assistant at Population Council

POSITION SUMMARY: 

The Population Council - Kenya is looking for a Programme /Administrative Assistant to be responsible for the Baobab Research Programme Consortium, facilitating smooth operations, providing vital support in administration, finance, and program implementation. He/She will be responsible for coordinating activities and events, managing logistics and aiding in financial documentation while ensuring efficient project execution.

RESPONSIBILITIES:

Program Coordination:

• Preparation of activity budgets, travel and field support requests and disbursement to project stakeholders and coordination of reimbursements to field participants in liaison with field teams.
• Work with relevant project leaders to monitor field activities, ensuring they fit within the stated/contracted period, liaise with HR and Finance to coordinate payment of field teams.
• Coordinate field finances in liaison with field teams to ensure field advances are paid and resolved within stipulated guidelines and close out finance and field activities.
• Co-ordinate program staff and partners’ travel arrangements, including tickets and hotel acquisition (through the procurement office), travel authorization and other relevant forms.
• Manage communication with participants during events planning including attendance confirmations, communication updates to participants and support activity managers with production of event materials.
• Establish and maintain communication with vendors procured for program events, guiding on specific requirements for events before, during and after the event.

Procurement Support:

• Initiate procurement processes as per PC guidelines, provide necessary support towards vendor identification and manage supplier relationships.
• Assist relevant personnel towards maintaining project inventory records, supplies, and other materials required for project activities.

Communication Support:

• Support program with compilation of information necessary for preparation of project reporting documents and dissemination materials.
• Support the program towards establishing and maintaining central storage for all program publications and resources with current and past resources.

Compliance

• Ensure compliance and adherence to the procurement and other relevant office policies in the execution of his or duties.

Others as Assigned by the Supervisor

QUALIFICATIONS:

• Degree in Business Administration, Procurement, Communication, and other business management fields of relevant discipline.
• Minimum of 3 years’ practical experience.
• Must demonstrate understanding of procurement and administration including office and event management, ethics, and good management skills with diverse teams with large flow of information and activities.
• Experience in an NGO setting is preferred.
• Experience in budget preparation, tracking and expense reporting.
• Excellent organizational skills, with mature interpersonal skills.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel).
• Excellent spoken and written skills in English.
• Meticulous with an excellent sense of judgment and ability to multitask.
• Ability to adjust to changing circumstances, work on several activities in different stages of development at the same time and remain calm and focused under pressure.
• Ability to work independently and prioritize, show initiative.
• Ability to coordinate and work effectively with a diverse team in a multi-cultural set up.