Project Assistant at Adventist Development and Relief Agency (ADRA)

Project Description

The TOGETHER project (uniting Towards Gender Equality for the enjoyment of women’s and girls’ Total Health and Rights) is a 6-year gender-transformative initiative to increase the enjoyment of health-related human rights of the most vulnerable adolescent girls and boys (10-19 years), women and men (20+ years) and children under five years (U5), especially those with intersecting vulnerabilities, in indigenous, remote or resettlement settings in Kenya, Cambodia, Philippines, and Uganda. The project is an initiative of ADRA Canada, its Canadian partners (Salanga and Sick Kids), and the implementing partners (IPs): ADRA Cambodia, Kenya, Philippines, and Uganda. The projects also bring together local and grassroots women’s organizations and duty-bearers in each country and is funded by Global Affairs Canada’s (GAC)

The project in Kenya targets people living in indigenous, remote or resettlement settings in Turkana West sub-county of Turkana County and seeks to contribute to poverty reduction by improving response to Sexual and Gender-Based Violence (SGBV); improving equitable access to and use of health care services, especially on reproductive health, and emphasizing preventative care.

Job Description (Summary)

Under the direct supervision of the Project Manager, the position will:- (1) Coordinate between the field staff and the finance and procurement to ensure the availability of resources needed
for field activities and proper and complete financial documentation of field transactions. (2) Support in direct field activity implementation (3) Assist in managing the field office and project administration.

Specific Tasks

• Activity implementation support & programs/finance liaison
• Support training activities as assigned.
• Participate in activity implementation and support in finance and logistics-related  aspects, such as filling of M-Pesa payment forms, disbursement of cash or any othern activities as may be agreed with the officer in charge.
• Prepare the monthly procurement plans with input from input from activity holders and in liaison with the Project Manager (PM).
• Assist in tracking procurement requests to ensure resources/materials for implementation of activities are available and approved in good time.
• Support procurement processes, including acquiring quotations from suppliers, invoices, and delivery notes with support from activity holders.
• Monitor and control the distribution of refreshments and stationery for training activities to trainers/educators and the final recipients (trainees).
• Support activity holders in the follow-up of training activities by trainers/educators to ensure proper documentation of processes.
• Liaise with service providers to ensure mutual satisfaction in the engagement.
• Dispatch of parcels between offices, ensuring proper tracking through a detailed log.
• Activity implementation support & programs/finance liaison
• Supervise the office custodian to ensure that office premises and compound are always kept clean and orderly.
• Ensure that office guests are assisted and directed as necessary
• Liaise with the security firm and personnel to ensure they give guests the best first impression at the gate.
• Responsible for tracking TOGETHER project assets and maintaining an updated asset register.
• Ensure office utilities (water, electricity, internet, and other supplies) are paid for and available.
• Assist the PM in planning the movement of vehicles and coordinating the staff logistics during activity implementation.
• Assist the PM in administration as delegated, e.g. records management, scheduling appointments, and following up with staff on assigned tasks.
• Any other duty or responsibility as assigned by the Supervisor

Education

Diploma or University degree in Project Management or any relevant field.

Experience

• At least one (1) year’s experience in field activity implementation and documentation of financial transactions.
• Experience in procurement in an NGO setting.

Competencies & Capabilities

• Excellent communication skills (written and oral) and interpersonal and analytical skills.
• Proven ability to interpret and implement policies and guidelines
• Solid organization and time-management skills and keen attention to detail, especially in managing multiple tasks and keeping clear records.
• Ability to manage varied functions both in the field and the office.
• Proficiency in MS Office suite and excellent typing skills.
• Team-player