Program Assistant at Mercy Corps

Program / Department Summary 

Mercy Corps is seeking a Programme Support Assistant for an FCDO-funded Border Security Programme.  Irregular migration and associated criminal activity in East Africa remain a complex and escalating challenge which leads to significant exploitation of vulnerable people on the move.  The Border Security Programme will take a multifaceted approach – integrating ‘prevention’, ‘prepare/protect’ and ‘pursue’. An important purpose of this Programme is to support the pursuit of human traffickers and smugglers who are exploiting vulnerable populations on the move.  Initial interventions will take place in the Kenya border regions, with planned and phased expansion to Uganda, Ethiopia and possibly Somalia border areas.  

General Position Summary 

Program Support Assistant will provide general administrative support for Border Security Programme (for program leadership and technical teams based in the country office/Nairobi) and across overall program operations and liaising with the National and County government in managing government agreements and other requirements. 

The position holder will provide targeted support for all BSP teams where central teams are organizing activities, events or processes, overall program support tasks including daily administrative workflows, logistical support for conference & meetings, compile periodic program reports and follow closely the procurements, finance and P&C needs of the project - as well as broader engagement with government as stipulated in detail in the job function section. 

Essential Job Responsibilities

General Project Administration:

• Manage the daily administrative workflow of the Border Security Programme under the Team Leader. This includes providing basic administrative support, including scheduling meetings, taking notes, managing letters and invitations, updating the team calendar with events such as training, completing forms, updating program documents, and streamlining BSP processes and procedures. 
• Conference/Meeting Logistics Support: Assist with the logistical coordination and planning of meetings and conferences (which includes venue arrangement, workshop materials, event participant travel & accommodation) working closely with Program team and Operations team.
• Procurement: Assist Program Operations Officer in procurement processes including procurement planning, raising PR and following closely with Procurement Coordinator the progress of ongoing procurements.  
• Travel: Assist travel arrangement for Border Security Programme team, including reserving and booking flights, booking accommodation, preparing TARs and other travel details as necessary.
• Coordinate with procurement, logistics, security, finance, administration, and People & Culture teams to ensure operational systems support field activities.
• People & Culture Support (Hiring): Assist Border Security Programme Team Leader in recruitment process - which includes raising PRF for open vacancies and following closely with P&C for a timely recruitment process.
• HR Support (Team Movement & Leave Balances): Track Border Security Programme team leave plans and, working closely with P&C, update team leave balances. Also, provide a periodic summary update of team leave plans and balances with the Border Security Programme Team Leader & Component Leads. 
• Support assessments, evaluations, and monitoring surveys relevant to BSP component including support in the development of scope of Work, survey tools, training, and management of data collectors.
• Provide administrative support in preparing procurement and expense requests, following up with relevant departments for field activities.
• Prepare accurate and timely monitoring and field reports on a weekly basis and other project documentation as required  

Team Coordination Support: 

• Support cross-team administrative coordination: with the SLT, Field, program, operations, and finance teams to ensure timely operations support for BSP Program activities implementation.
• Meeting Management and Notetaking: Manage the organization and record the BSP Leadership Team BSP meetings. This includes producing agenda documents (where required) and taking notes during team meetings and disseminating them in a timely manner, always highlighting action points. Support following up on action points as necessary.
• Filing and Folder Tracking: Support BSP with structuring, updating and overall maintaining a filing system accessible to all program stakeholders. Ensure key files are appropriately maintained including, agreement documents with various NGO and Private sector partners, reports, research documents, discussion papers, videos, posters, etc.

Communications Support: 

• Team Communications: Assist the SLT in managing communication flows within and across program teams, including across Nairobi and county-based teams. Ensure communication flow protocols are in place.  
• Product Communications: Support communications team to publish, produce and distribute internal and external communications to facilitate learning throughout the project. Keep track and manage dissemination plans and progress against them. Procure graphics. Facilitate connecting with HQ digital library and posting on internal and external sites.  Ensure BSP information held within the site is accurate and up to date, creating communications resources when requested,

Organizational Learning   

• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient, and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries  

• Mercy Corps team members are expected to support all efforts toward accountability, specifically
• to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values always and in all in-country venues.

Safeguarding responsibilities  

• Actively learns safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

Supervisory Responsibility. None 

• Accountability 

Reports Directly To: Border Security Programme Team Leader  

Works Directly With: BSP SLT, Programme Managers, Field/Area Coordinators, Operations, Finance, and HR Team members. 

Knowledge and Experience 

• 2-3 years of general administration or program support experience is required.
• A university degree or equivalent in a related field (community development, business, accounting, international relations, political science) is required.
• Excellent oral and written English skills are required.
• Proven interest and commitment to humanitarian and development issues.
• Excellent organizational skills: the ability to work independently & productively in a fast-paced environment and to effectively see projects through from start to finish.
• Flexible work attitude and demonstrated creativity: the ability to work productively in a team environment and the ability to problem solve creatively with minimal guidance.
• Excellent Computer skills (especially Microsoft Excel, Word, and Outlook)

Success Factors

• Must be confident, self-starter, an independent thinker.
• Strong organizational, interpersonal and communication skills 
• Team oriented; Demonstrated ability to work effectively with diverse groups of people.
• Excellent communication skills, written and oral are required.
• Demonstrated cultural sensitivity and appropriate flexibility.
• Excellent organizational skills with ability to successfully manage multiple tasks.
• Multi-tasking, prioritizing, problem solving and simultaneous attention to detail are essential. 
• The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.