Programme Assistant at Micro Enterprises Support Programme Trust (MESPT)

Programme Overview

The AgriFI Food Safety Programme is an EU funded Programme whose focus is on Food Safety

(Sanitary & Phyto-sanitary Standards), Plant and Animal Health. The programme’s interventions

aim at addressing the food safety concerns for both domestic and international market especially in Dairy,  Aquaculture  and  Horticulture  (Beans,  Mango and  Avocado)  value  chains. The  – programme’s overall budget is EUR 7 million and is running  for a period of 6 years from 2018 to 2023.    

Programme Outcome 

Broadly  the  project  will  strengthen  the  capacities  of  value  chain  actors,  bolstering  commercial farming and improving food security. The project approach is participatory and comprises various interrelated methodologies: market-driven approach, competitive selection of counties/beneficiaries,  training  of  trainers  (Tot’s),  blended  learning  methodology  and  use  of incentives.      

VACANT POSITION

As part of its development programme, MESPT is seeking to engage a highly committed, results-oriented, self-driven professional with excellent administration skills for the successful delivery of the programme administrative activities.

Job Title: Programme Assistant

Company: Micro Enterprise Support Programme Trust (MESPT)

Department: Programmes

Position Reports to: Programme Manager 

Duty Station: Nairobi

Benefits 25 days annual leave, Medical Insurance, 20% Gratuity and 7.5% leave allowance

Expected Travel Significant travel

Job Purpose

The job holder is responsible for providing overall day to day administrative & logistical support to the Programme team in the implementation of Food Safety strategies integral to achieving the objectives of the Agrifi Programme.

Key Responsibilities

Project Management 

• Assist in coordinating the implementation of the programme with other stakeholders.
• Support the programme team on various administrative and logistical tasks as per the work plan.
• Assist program staff during survey planning and implementation especially in preparing the logistics required.
• Provide effective support to the Programme team in organizing programme meetings, appointments for the programme staff and take minutes during meetings as required.

• Ensure efficient filing of programme documentation and manage the programme’s Electronic Document Management System.
• Assist the Project Officers in data collection, data entry and data cleaning/verification.
• Support in compiling periodic reports on the status of the programme on a need’s basis.
• Assist in documenting and sharing relevant information and lessons learnt with programme staff.

Office Management

• In charge of all the office administration duties including office inventory management to ensure an efficient operation of the office.
• Effectively liaise with both external and internal stakeholders and provide timely and smooth flow of information and appropriate communication within the program office.
• Coordinate and facilitate requests related to venue requirements, works orders, travel requests and materials for publications.
• Maintain contract details of all programme assets/resources.
• Maintain an up-to-date list of contact details of service providers, monitor renewal of existing service contracts, and verify and check that services are provided efficiently.
• Receive incoming mail and invoices and direct them to the appropriate team members.
• Keep a record of inbound and outbound mail.
• Ensure the cleanliness and the good disposition of the programme office.

Any other duties as assigned by the Supervisor from time to time

Key Relationships Internal

• Head of Programmes
• HR Manager
• Project Officers
• Programme Accountants
• Administration Officer
• Procurement Officer
• ICT Officers

External

• Service Providers

Knowledge, Experience and Skills

• A minimum of 3 years of relevant post-qualification experience in a busy office environment, preferably in an NGO, Research organization or large development project
• Previous working experience in donor-funded programmes is desirable.
• Previous experience in front office management and/or customer service would be an added advantage.
• Good command of English both oral and written.
• Good interpersonal and communication skills.
• Strong report writing and presentation skills.
• Ability to multitask on demanding roles.
• Good planning and coordination skills.
• Ability to remain flexible in a dynamic environment and work well in a team.
• Highly organized individual in planning activities and tracking usage of organization resources.

Qualifications/Other Requirements

• A minimum of bachelor’s degree in Business Administration or Related Field.
• Professional Certification in Project Management will be an added advantage
• Excellent computer skills especially with MS Word and Excel and presentation related packages

Behaviour

• Strong self-starter, able to take initiative and adapt to changing circumstances and priorities.
• Builds and maintains effective relationships, with their team, colleagues, and service providers.
• Highly organized in both time and in resources; need to manage progress reports and work plan.
• Analytical skills and critical thinking
• Ability to multitask; work well under pressure and work efficiently to meet strict deadlines.
• Excellent interpersonal skills to allow for collaboration with other team players.
• Demonstrate high levels of integrity with strong communications skills
• Report writing and problem-solving skills

This Job Description only serves as a guide for the position available and MESPT reserves the right to make necessary changes.