The Programme Assistant will work with and provide administrative support to the members of the programme team in the implementation of the programme.
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.
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.
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
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
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
Method of Application
Qualified and interested applicants should send their application letters indicating their current/last remuneration, detailed CV with email address, daytime telephone contacts, names, and email contacts of 3 professional referees, 2 must have supervised you at some point, with one being your most recent supervisor (combined in one PDF document) to firstname.lastname@example.org quoting Job Reference and Job Title in the subject line.
The applicant must legally be eligible to live and work full time in Kenya.
Please do not send certificates at this stage.
Deadline for applications 28th July 2023 at 5.00 pm EAT.
MESPT is an equal opportunity employer (EOE) committed to Gender Equity and Diversity.
Only shortlisted candidates will be contacted.