Program Associate (PA), Usaid Fahari Ya Jamii Project - AD/3/38/22 at University of Nairobi

The Position

This is a full-time position based in Nairobi and Kajiado

Job description

This position reports to the COP with responsibility for the coordination of implementation of technical, operational and administrative work streams for timely and seamless execution of activities. The role of this post is to provide administrative and secretarial support services to the senior management, including Principal Investigator/Project Lead, the COP and DCOP. The Program Associate is responsible for ensuring the smooth running of senior project offices including management of information and following up on implementation of management
decisions.

Duties and Responsibilities

1. Provide executive assistance and secretarial support services to senior management,
2. ensuring smooth running of the senior management offices and effective processing of information and data
3. Provide effective office operations, systems and procedures facilitating team work and the work, collaboration and timely implementation of executive actions
4. Manage immediate PI/COP office operations with respect to communications, meetings and work flow; and identify priority issues that need PI/COP attention;
5. Establish internal tracking systems and procedures for correspondence and documents; monitor work progress and cases of priority
6. Arrange appointments and maintain PI/COP calendar, as well as support communication needs of the PI/COP
7. Organize high-level meetings including taking responsibility for finalization of meeting agenda, invitations, production and distribution of documentation, and preparation of minutes of meetings.
8. Distribute meeting reports and information; and ensure follow-ups on required actions.
9. Organize and facilitate administrative work of the office including establishing internal procedures and tracking systems for correspondence and documents; receive, screen and register correspondence and documents.
10. Collect and prepare briefing materials for PI/COP trips and special meetings;
11. Undertake travel arrangements for COP/DCOP
12. Establish and maintain a records management system containing reference materials and confidential records as required
13. Prepare correspondence for the supervisor’s signature
14. Establish follow-up systems of actions taken and reports to the PI/COP.

Minimum requirements

At a minimum, the PA will have:

1. A Bachelor’s degree in either Public Administration, Journalism, Secretarial Studies,Law, Language Studies or related field.
2. At least two (2) years’ experience in a similar position in a large organization
3. Possess superlative communication (written, spoken and electronic) skills

Terms of appointment

This a position whose tenure is one (1) year contract renewable based onperformance and by mutual consent. The salary is negotiable depending on the
level of education and work experience.