Project Assistant - Kenya at Saferworld

Job Purpose:

• The Project Assistant will support the implementation of the Strengthening locally-led solutions to intersecting peace, gender and climate change challenges in the borderlands of Kenya, South Sudan, and Uganda Project
• Working with the Project Coordinator and county-based partners, s/he will provide support for the preparation of work plans, budgets, and activity reports. With support from the Project Coordinator the post holder will also be responsible for day-to-day programme monitoring and documentation activities including regular follow up with the partners to ensure timely documentation of relevant data and updating of relevant monitoring tools to support reporting and programme review.

Key areas of responsibilities:

Activity Planning, Implementation

• Support planning, and implementation of the programme activities.
• Assist the Project Coordinator with key programme activities such as realistic scheduling of programme activities, drafting internal/donor reports, forecasting budgets and cash flows and regular monitoring of expenditure.
• Work with colleagues in making logistical arrangements for programme activities including logistical support for workshops and other meetings and organising project-related travel arrangements as assigned by the Project Coordinator.
• Assist in developing programmes and delivery of needs-based training and other support activities related to the project.
• Support linkages and coordination of activities between Saferworld partners and project staff in the counties of implementation.
• Participate in, and contribute to, quarterly and other scheduled programme performance review meetings.

Financial Management (Forecasting and reporting)

• Support partners with expenditure forecasting and preparing monthly funds request for project expenditure in line with Saferworld’s financial procedures.
• Support the Finance Officer in developing expenditure requests.
• Support the Project Coordinator in the documentation of ‘success stories’ and other documented information to demonstrate results/impact of programme activities and contribute to outcome harvesting and lesson learning.

Partner support

• Work with partners in developing monthly activity plans and scheduling activities in coordination with World Vision teams in the target counties.
• Support the Finance Officer to review partner activity matrices and monthly budgets for ease of executing funding requests.
• Work closely with partners in organising and facilitating meetings, workshops and seminars with stakeholders including government representatives and civil society organisations;
• Work closely with partners to ensure quality activity and monthly reports are developed including proper documentation of all project processes (narrative, photography and videography).
• Support the Project Coordinator in ensuring compliance with key Saferworld and donor requirements and in particular safeguarding and required consent for all relevant documentation.

Communications and Advocacy

• Contribute in developing appropriate strategies for advocacy with partners.
• Support the Project Coordinator in documenting updates for internal news.
• Compile a photo library for all project photos.
• Maintain up-to-date files and records of project documentation and upload of reports and otherdocuments in the ADA folder in theKenya SharePoint folder.

Administrative, Financial and Logistical support to the Project team focusing on the achievement of the following results:

• Submission of proper supporting documents for requests for payments and filling of documents in the required formats and standards.
• Maintenance of required administrative records – e.g. Time sheets/attendance sheets, leave reports, travel documents, etc.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, identity cards and other documents for the programme team.
• Administrative, secretarial and logistical support to conduct of meetings, conferences, workshops and training programmes.
• Assistance in the preparation & submission of required technical reports.
• Maintenance of the filing system ensuring safekeeping of confidential material.
• Perform any other tasks assigned by the supervisor

Key Working Relationships:

• Colleagues in the Kenya programme and Nairobi Office – Maintain a good working relationship, communication and working collaboratively on programme implementation, monitoring, assessment and reporting.
• Partner Organisations - Working collaboratively to effectively deliver programme activities, monitor progress and supporting demand-driven capacity strengthening activities.
• Project Coordinator – Working together in planning, delivery and monitoring of ADA project activities.
• Colleagues in the finance team both in country and at the Global Level – working collaboratively on budgeting, compliance and financial reporting.
• County/ National Government authorities and other external stakeholders including donors – Liaise with relevant Kenya National and County government officials and maintain relationships with key INGOs/CSOs and strategic networks in the project counties to enhance networking, sharing information, collaborative working as appropriate

PERSONAL SPECIFICATION:

Knowledge and experience

• University degree in Peace and development, conflict studies, international relations or any relevant field with 2-3 years relevant work experience.
• Hands-on experience working with communities on peace and/or governance issues with a government, local authority or non– governmental organisation.
• A good understanding of peace and governance issues in Kenya. An understanding of the contextual dynamics of Kenya particularly the pastoralist areas will be an added advantage.
• Proficiency in Microsoft Office and use of internet for research.

Skills

• Ability to work effectively with diverse groups of people and local communities in carrying out activities.
• Disciplined self-starter who regularly sets and achieves work goal
• Good communication skills, written and oral and ability to relate sensitively to diverse groups.
• Self-driven and willingness to learn including ability to seek and apply knowledge, information and best practices.

Other

• Willingness to travel to various locations, work extended periods in the field in support of programme implementation and interact effectively with partners.
• Commitment to and compliance with Saferworld’s safeguarding principles.

TERMS AND CONDITIONS

• Probation: There will be a probationary period of three months

APPLICATION PROCESS:

• To apply: Send your CV and a covering letter addressing the person specification and why you feel your experience matches the requirements of the role to jobs@saferworld.org.uk Ref: ADA PA.