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AgriFI Food Safety Programme (AGRIFI) Programme Assistant

Others

Nairobi  

Published On: 19th, July 2023

Closes on: 28th, July 2023

Job closed

More About the Job

Centre Manager

Job Description

REF. HR/08/2023 

Job Purpose

The Programme Assistant will work with and provide administrative support to the members of the programme team in the implementation of the programme.


Responsibilities:

    Key Responsibilities

    Programme 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 programme staff during surveys, planning and implementation especially in preparing the logistics including annual conferences, trainings, and visiting delegations.
    • 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.
    • Develop trackers and tables for planning and monitoring upcoming tasks and responsibilities.
    • Track all documents through stages of development.

      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 programme 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.

Requirements:

    Qualifications

    • Bachelor’s degree in Social Science, Human Resource, Business administration, or any other relevant field.
    • At least 4 years of leading program administrative activities in a development program setting
    • Prior experience working as a Programme Assistant in a relevant field
    • Strong administrative skills, organizational skills, and attention to detail.
    • Proficient with computer technology and Microsoft Office

    Role Competence

    • A proven capability to provide gainful insight and practical and pragmatic solutions to programme challenges with a bias towards action and resolving issues quickly.
    • Good analytical and critical thinking skills, Problem-solving, judgment and decision-making skills.
    • Strong oral and written communication skills
    • Excellent negotiation, time management and problem-solving skills

    Behaviour

    • Professional and pleasant demeanor to meet with programme stakeholders
    • Sharp attention to detail with an extraordinary ability to multitask.
    • Reliable and diligent worker
    • Able to sit, stand and move around for long hours at a time
    • Able to work both independently, efficiently, and effectively as well as in collaboration with people at various levels and from different backgrounds.
    • Able to work under pressure and manage time effectively.
    • Ability to accept accountability, results oriented approach to achievement of objectives.
    • Have a sense of urgency and attention to detail.
    • Positive, energetic self-starter with a high level of personal drive and resilience

    Terms: 18-month contract, 3-month probation and 1-month notice period

Posted By

Victoria Kithongo

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