CARE International in Kenya job in Nairobi

CARE International in Kenya is looking for an experienced and highly motivated individual who is result-oriented to fill the following position:

Job Title: Program Assistant

Ref: PA/02/2012

Department / Project: GS&L Sector

Supervisor: GS&L Sector manager

Location / Duty Station: Country Office in Nairobi

Grade: E

Reporting to the GS&L Sector Manager, the Program Assistant will be responsible for administrative duties, assist in procurement and store keeping.

The program Assistant will disseminate information generated by the sector to external and internal audiences, as well as receive information from within and externally.

Job Summary & Purpose:

The office holder is responsible for the Administrative and programmatic support in the GS&L Sector’s office.

Tasks and responsibilities:

R 1: Program development and strategy

Task: Support the proposal development team in the GS&L Sector’s office as and when required on the various tasks such as but not limited to:

1. Desk research
2. Organizing and Compiling workshop reports, assessment reports.
3. Help coordinate and follow up with the team on tasks assigned to meet submission deadlines
4. Maintain accurate filing system

R 2: Contract Management

Task: Support on contract management including providing safe custody of donor reports

1. Together with the relevant project and CO staff ensure that donor narrative and financial reports are documented and filed on relevant files for ease of reference and review by the GS&L sector manager.
2. Together with the relevant project and CO staff ensure that other M&E documents and reports are submitted on time for review by the GS&L Sector Manager
3. Provide support to GS&L Sector to carry out field visits to monitor and evaluate projects.
4. Help the Department maintain a monthly time sheet
5. Assist the GS&L Sector Manager monitor the GS&L projects budgets regularly

R3: Networking and Representation

Task: Maintain a database of donors and partners

1. Manage appointments and Coordinate the GS&L Sector Manager’s diary for meetings, workshops, conferences, etc,
2. Dissemination of information generated by the Sector to external and internal audiences, as well as reception of information from within and externally.
3. Hold brief at meetings and record discussions as assigned by GS&L Sector Manager

R4: Administration

Task: Support Project Managers and other field staff involved in GS&L.

1. Maintain the office inventory/assets and stationery stores records and ensure that they are secure and properly used as per CARE’s policy.
2. In liaison with HR, maintain contract renewal schedules, performance appraisal schedules and leave schedules for key staff
3. In charge of the procurement of goods and services for the GS&L Sector in coordination and consultation with the GS&L Project Managers, administration and procurement office.
4. Coordinate all logistical support for the GS&L Sector manager’s office and guests for field trips, external travel, working conferences and meetings.

R4. Task: Documentation

1. Maintain a manual filing system for the GS&L’s office
2. Maintain an electronic filing system synchronized to the manual system for the GS&L sector’s office

Authority:

1. Spending Authority: NIL
2. Supervision: NIL
3. Decision Making: Moderate

Contacts/Key Relationships (Internal & External):

1. GS&L Sector manager
2. Country Office staff including Senior Management, and Support,
3. Project Manager’s in the various projects and their staff,
4. Donor representatives,
5. Implementing partners and relevant Government Officials,

Working Conditions: Work in Nairobi City in a relatively busy office with a conducive atmosphere and adequate equipments to facilitate performance.

Qualifications:

1. Education: Diploma/ Degree in Business administration/ Office management

2. Experience: 2 yrs experience in Program Support

3. Certificate: Diploma/ Degree in Business administration/ Office Management

4. Competencies: Linking the Head office with the support office, Organizing meetings and events.

Applications

If you feel you are the right candidate for this advertised position, kindly send your application indicating the reference number and title of the position applied for along with an up-to-date CV with telephone contacts of three professional referees to:

The Human Resources & Development Manager,
CARE International In Kenya,
Email: Vacancies@care.or.ke

so as to be received not later than 2nd March, 2012.

Only short listed candidates will be contacted.

CARE is an equal opportunity employer and promotes gender equity.

Canvassing will lead to automatic disqualification.

CARE International in Kenya does not charge a fee at any stage of the recruitment process. (Application, interview, meeting, processing, training or any other fees).