Programme Administrative Assistant at ForumCiv Kenya

Responsibilities

Under the supervision of the Programme Manager, the Programme Administrative Assistant will be responsible for the following duties.

•  Provides assistance in support of planning and implementation activities/processes for the programme
• Assists in the preparation and analysis of partner applications; reviews and, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary in collaboration with the programme officers
• Assist with logistical and administrative arrangements relating to the implementation of programme activities, including, making travel arrangements; identifying and booking activity venues; communication with and necessary administrative support to resource persons, participants and partners; preparing, sourcing and ordering equipment and materials; collecting and filing activity documentation; and preparing and summarising information for reports
• Drafts programme/project summaries, coordinates review and clearance process
• Periodic travel to programme activity sites to facilitate the implementation of programme activities
• Contributes to the preparation of input for the implementation of programme support tools
• Provides support to upkeep and further enhancements of existing programme support, administrative management and reporting tools
• Plan and implement activities as outlined in approved work plans, including developing terms of reference and agreements; developing agendas and materials; securing resource persons and other necessary inputs for activities; making necessary logistical arrangements (travel, accommodation, etc.); and coordinating completion of activity deliverables
• Performs other duties as assigned by the line Manager

Qualifications

Qualifications required

• Relevant academic degree in project management, international development, administration, social sciences, or equivalent qualifications
• A minimum of 3 years work experience, with a proven track record of significant achievement in programme/project administration and management in the development sector
• Strong analytical and writing skills
• Strong administrative, organisational, communication and interpersonal skills
• Fluency in English
• Supportive of a learning organisation with a strong willingness to share knowledge
• Strong supportive and service-minded attitude as well as a high sense of responsibility and commitment with strong attention to detail
• Experience working with a range of individuals from various professional, educational, and cultural backgrounds
• Proven ability to think analytically, strategically, and with agility to translate ideas and insights into action
• Demonstrated organizational skills, and the ability to manage multiple tasks simultaneously, while meeting deadlines
• Excellent ability to express oneself orally and in writing in English.