Program Assistant at World Vision Kenya

Job description

Purpose Of The Position

To provide timely, professional administrative support to WV Somalia’s Somalia Resilience Program (SomReP) Chief of Party and Technical Unit, including coordination of travel, events, meetings, and Consortium membership demands.

Major Responsibilities

• Facilitate scheduling for SomReP Chief of Party, including internal and external meetings, travel arrangements, Consortium meetings, and other demands on his/her time.
• Provide efficient and effective administrative support to SomReP Technical Unit staff, including ordering of supplies, working with vendors, printing of communications materials, and supporting travel and scheduling needs.
• Arrange and manage SomReP consortium and public events, booking and confirming venues, taking notes and minutes, confirming attendees, and ensuring other preparatory details are managed.
• Assisting the Grants Finance officer in making payments to Service Providers; housing expenses for SomRep International Staff, school fees for International Staff Children and Travel agent who facilitate SomRep travel needs both locally and Internationally-pay Tickets and Travel transfers
• Ensure that all copies of final signed Grant agreements documents with SomRep donors and with sub- recipients are available on file.
• Assisting the Grant Finance officer in ensuring that SomRep Suppliers are paid in time.
• Assist Consortium member agencies in retrieving and confirming key information for the smooth running of SomReP programs.
• Help schedule and organize quarterly SomReP donor coffees and other key presentations.
• Assist in administrative issues, particularly pertaining to records, payments and other key issues.

Other Competencies/Attributes

• Demonstrates well-developed interpersonal skills, excellent communication skills, both verbal and written, as well as negotiation skills and professional maturity.
• Able to function in a fast-paced, deadline driven, high-performance environment, and meet tight deadlines and multiple demands for support from a results-driven team.
• Must be highly organized and detail oriented.
• Must be able to maintain flexible hours when circumstances require it, arriving early or staying late to support deadlines, major events, donor and VIP visits, etc.
• Must adhere to set security standards

Qualifications: Education/Knowledge/Technical Skills and Experience

• Educational level required: Degree in Community Development studies
• Technical Training qualifications required: Microsoft word processing, Excel, email and Internet research skills required. Professional technical skill desired.
• Experience: Two years administrative experience
• Flight coordination and hotel management knowledge preferred.

Working Environment

Work environment: Office-based.