About the role
The program assistant will be based in Nairobi with a main role of contributing to the effectiveness of REACTS-IN program in Kenya through providing efficient program and administrative support services to the project team to ensure appropriate grants and program support in a timely and efficient manner to ensure that the NI program delivery, in line with NI’s policies and procedures and objectives.
Key responsibilities
Assist program officers in reviewing project proposals from consultants / grantees and advice prior to contracting.
Assist the REACTS- IN team with the management and tracking of program budgets, milestones, reports so as to ensure that all obligations are met by the recipient and Nutrition International.
Make the appropriate travel arrangements for the technical advisors, program team, consultants, workshop participants, visitors, etc. including Travel Authorities, travel itineraries, travel letters, visas, etc.
Assist with the organization and logistics for program meetings and workshops, nationally and internationally.
Draft grant and consultancy agreements; prepare contract approval sheet (CAS) and seek necessary approvals.
Manage and track program budgets, projections, milestones, and reports in the contracts database and inform the respective program officer(s) accordingly.
In consultation with Nutrition International (NI) personnel, liaise with grantee on the submission of technical reports and ensure obligations are met by both the grantee and NI.
Assist in administering the consultancy assignments to ensure that signatures on all program documentation have been acquired and NICOR/RO/HQ advised accordingly and other follow-up action.
Update financial milestones and fund transfer details in the contracts database/NICOR to align with grants, actual timelines, and approved transfers.
Prepare payment documentation under programs to ensure the smooth and uninterrupted running of programs.
Requirements
Education/Professional Designations/Experience:
Bachelor’s degree in business administration or other related field from a recognized university or an acceptable combination of education and experience.
Experience:
5 years’ experience working in an office environment.
3 years’ experience working in program management environment.
Experience with the management of office operations
Experience working with the Microsoft suite.
Experience working with databases is an asset.
Other Specific Skill Requirements
Ability to plan and organize work to meet deadlines
Ability to adapt to new situations within the organization (flexibility)
Ability to work under pressure
Excellent interpersonal skills
Excellent communication skills, both orally and in writing
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