Project Support Assistant at Flexi-Personnel

Key Responsibilities

Project Implementation Support

Support implementation of activities in line with approved workplans, schedules, budgets and project guidelines, as directed by the Project Coordinator.

Support coordination of CHE recruitment, onboarding, training, monthly meetings, coaching and field activities, including mobilising participants.

Prepare activity schedules, logistics, attendance registers, field documentation and meeting packs; take minutes and record action points.

Follow up assigned action points and report progress to the Project Coordinator weekly, or sooner if urgent.

Support stakeholder meetings and community activities.

Field Monitoring and CHE Support

Travel regularly to project communities in Kisumu and surrounding areas, following an agreed monthly field plan.

Support field monitoring and supervision of CHE activities, including household visits, health education sessions and sales activity.

Support CHEs with implementation issues (tools, record-keeping, product handling, scheduling) and escalate unresolved challenges to the Project Coordinator.

Support verification of CHE activities, household reach, sales, training participation and other indicators through spot checks, record reviews and follow-up visits.

Conduct or support market surveys, community mobilisation and collection of project information; flag concerns on health message quality or referral practice.

Submit a field visit report after each trip within the agreed timeframe.

Data, Monitoring and Reporting Support

Collect, compile, check and organise data on CHE activities, household reach, sales, training, stock and other indicators.

Maintain accurate databases, trackers, attendance records and filing systems.

Identify inconsistencies or missing information and escalate to the Project Coordinator.

Support preparation of weekly, monthly, quarterly and donor reports by supplying accurate data and supporting documents.

Support the use of digital tools such as Kobo, Odoo, Excel or the Rafiki Afya CHE digital data collection system, including helping CHEs and CHAs use them.

Support documentation of success stories, lessons learned and photographs, following consent and safeguarding requirements.

Supply Chain and Stock Support

Overall responsibility for the supply chain remains with the Project Coordinator, in partnership with HE.

The Project support assistant: supports product distribution and stock monitoring, and coordinates with HE and CHEs on availability; carries out field-level stock checks and reconciliation, and supports documentation of stock movements; identifies and promptly reports potential stock-outs, losses, expiries and discrepancies to the Project Coordinator.

Administration and Logistics

Support travel and field logistics; organise meetings, trainings, workshops and project events.

Prepare meeting materials, take minutes and maintain project files in hard copy and electronic form.

Support procurement and payment documentation where required, in line with Live Well procedures.

Follow up logistical arrangements with internal teams and service providers.

Stakeholder Engagement

The Project support assistant supports, but does not lead, relationships with MoH and local government, CHEs and CHAs, CARE Kenya, Healthy Entrepreneurs, Haleon and other partners, and community leaders, handling routine communication, logistics and follow-up. The Project Coordinator remains responsible for overall stakeholder coordination and representation of the project.

Safeguarding, Compliance and Ethics

Comply with Live Well’s Safeguarding Policy and Code of Conduct, data protection and confidentiality requirements, and applicable Kenyan laws.

Work ethically with communities and participants, and obtain informed consent before collecting personal data, photographs or stories.

Report promptly to the Project Coordinator any safeguarding concern, fraud, misconduct, data protection incident or other risk.

Qualifications, Experience & Technical Skills

Diploma or Bachelor’s degree in Development Studies, Public Health, Social Sciences, Business Administration, Community Development, Project Management or a related field.

1–3 years’ relevant experience in project implementation, community development, NGO or development programmes, field operations, social enterprise, health or livelihoods work.

Experience collecting and managing project data; good Microsoft Office skills, especially Excel.

Good organisational, communication, documentation and interpersonal skills; able to work independently on assigned tasks while reporting regularly to the Project Coordinator.

Fluency in English. Kiswahili and/or a local language spoken in Kisumu is an advantage.

Advantage: experience with community-based teams or community health programmes, stock or distribution records, and Kobo, Odoo or similar tools.

MANDATORY – Valid Kenyan driving licence and at least 2 years’ practical experience driving a manual transmission vehicle.

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