Program Administrative Assistant at Population Council

In Kenya, the Council leads research and develops programs to reduce maternal mortality; build protective health, social, and economic assets for adolescent girls; reduce HIV transmission; respond to sexual and gender-based violence; address disrespect and abuse in maternity care; assess various service integration models; assess whether reproductive health ...

 

Program Administrative Assistant

  • Job TypeFull Time
  • QualificationBA/BSc/HND
  • Experience3 years
  • LocationNairobi
  • Job FieldAdministration / Secretarial  , Project Management 

POSITION SUMMARY: 

The Population Council - Kenya is looking for a Programme /Administrative Assistant to be responsible for the Baobab Research Programme Consortium, facilitating smooth operations, providing vital support in administration, finance, and program implementation. He/She will be responsible for coordinating activities and events, managing logistics and aiding in financial documentation while ensuring efficient project execution.

RESPONSIBILITIES:

Program Coordination:

  • Preparation of activity budgets, travel and field support requests and disbursement to project stakeholders and coordination of reimbursements to field participants in liaison with field teams.
  • Work with relevant project leaders to monitor field activities, ensuring they fit within the stated/contracted period, liaise with HR and Finance to coordinate payment of field teams.
  • Coordinate field finances in liaison with field teams to ensure field advances are paid and resolved within stipulated guidelines and close out finance and field activities.
  • Co-ordinate program staff and partners’ travel arrangements, including tickets and hotel acquisition (through the procurement office), travel authorization and other relevant forms.
  • Manage communication with participants during events planning including attendance confirmations, communication updates to participants and support activity managers with production of event materials.
  • Establish and maintain communication with vendors procured for program events, guiding on specific requirements for events before, during and after the event.

Procurement Support:

  • Initiate procurement processes as per PC guidelines, provide necessary support towards vendor identification and manage supplier relationships.
  • Assist relevant personnel towards maintaining project inventory records, supplies, and other materials required for project activities.

Communication Support:

  • Support program with compilation of information necessary for preparation of project reporting documents and dissemination materials.
  • Support the program towards establishing and maintaining central storage for all program publications and resources with current and past resources.

Compliance

  • Ensure compliance and adherence to the procurement and other relevant office policies in the execution of his or duties.

Others as Assigned by the Supervisor

QUALIFICATIONS:

  • Degree in Business Administration, Procurement, Communication, and other business management fields of relevant discipline.
  • Minimum of 3 years’ practical experience.
  • Must demonstrate understanding of procurement and administration including office and event management, ethics, and good management skills with diverse teams with large flow of information and activities.
  • Experience in an NGO setting is preferred.
  • Experience in budget preparation, tracking and expense reporting.
  • Excellent organizational skills, with mature interpersonal skills.
  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel).
  • Excellent spoken and written skills in English.
  • Meticulous with an excellent sense of judgment and ability to multitask.
  • Ability to adjust to changing circumstances, work on several activities in different stages of development at the same time and remain calm and focused under pressure.
  • Ability to work independently and prioritize, show initiative.
  • Ability to coordinate and work effectively with a diverse team in a multi-cultural set up.

 

Method of Application

We are seeking an individual to fill the position described. If you know of a qualified candidate or are interested in applying for this position, please send resume and cover letter to: 

jobs-nairobi@popcouncil.org  By 8th July 2024

Comments

Post a Comment

Popular posts from this blog

Project Director at LVCT Health

LVCT Health is an indigenous Kenyan non-governmental and not-for-profit organization established in 2001. We are driving Kenya towards HIV prevention, with an ultimate goal of reducing HIV infections to zero. We offer integrated HIV services through development of models that are scaled up to the national models. We also carry out sexual and reproductive ...   Project Director Job Type Full Time Qualification MBA/MSc/MA Experience 7 - 10 years Location Kiambu Job Field Medical / Healthcare  Job purpose The Project Director will be responsible for providing overall strategic and technical oversight to the Dhibiti Project in Central region. This includes responsibility for the technical, monitoring and evaluation and financial and operations components of the project. S/he will work closely with the Program Director and other directors/managers to ensure adherence to technical and contractual requirements of the grant, achievement of targets and project alignment to institutional vision
Read more

Information Communication Technology - 12 Posts at Judiciary of Kenya

The Judiciary is one of the three State organs established under Chapter 10, Article 159 of the Constitution of Kenya. It establishes the Judiciary as an independent custodian of justice in Kenya. Its primary role is to exercise judicial authority given to it, by the people of Kenya. The institution is mandated to deliver justice in line with the Constitut...   Information Communication Technology - 12 Posts Job Type Contract Qualification Diploma Experience Location Nairobi Job Field ICT / Computer  , Internships / Volunteering  Job Description For appointment to an internship position in ICT, a candidate must:  Have a Diploma in any of the following fields: Computer Science, Information Technology, Information and Communication Technology or its equivalent from a recognized institution. Have graduated not earlier than the  year 2022;  Method of Application Interested and qualified? Go to Judiciary of Kenya on jobs.court.go.ke to apply
Read more

School Office Administrative Officer (a female preferred) at Tamkeen Integrated Schools

School Office Administrative Officer (a female preferred) Job Type Full Time Qualification BA/BSc/HND , Diploma Experience 3 - 5 years Location Nairobi Job Field Administration / Secretarial  Tamkeen Integrated Schools (TIS), is a private school in Kileleshwa providing the revered Cambridge System from Kindergarten to A-levels with a strong emphasis on STEM, Islamic Education, and Coding Programs. Our holistic approach integrates spiritual enrichment, recreation, and specialized teaching in Islamic Values, Arabic, and Quran memorization, fostering student ownership of learning in a modern Islamic education system. Tamkeen Integrated Schools is actively seeking a highly skilled Administrative Officer to join our team. The ideal candidate will bring a wealth of experience in school office administration, with a specific focus on the Cambridge system and academic matters. Exceptional organizational skills and a strong commitment to customer service and problem solving are essential. Key R
Read more