Program Administrative Assistant: Employment Opportunity at Population Council Kenya (Assignment Length: 6 Months)

Employment Opportunity at Population Council – Kenya

Position: Program Administrative Assistant

Location: Nairobi, Kenya

Reporting To: Administrative and Knowledge Management Officer II

Assignment Length: 6 Months

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Population Council – Kenya is dedicated to improving the health and well-being of vulnerable and marginalized populations in East Africa and other countries in the region. We are currently seeking a motivated and detail-oriented Program Administrative Assistant to support the Baobab Research Programme Consortium. This role is pivotal in facilitating smooth operations and providing essential administrative, financial, and program implementation support.

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What You Will Gain

Salary & Benefits:

• Competitive salary commensurate with experience.
• Comprehensive health insurance coverage.
• Retirement savings plan.
• Generous paid time off (PTO) and holidays.
• Opportunities for professional development and career growth.
• Work-life balance with flexible working arrangements.
• Onsite and remote work options.

Culture & Environment:

• Inclusive and diverse workplace culture.
• Collaborative and supportive team environment.
• Commitment to personal and professional growth.
• Opportunities to make a meaningful impact on society.

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Position Summary

As the Program Administrative Assistant, you will be responsible for coordinating various activities and events, managing logistics, and supporting financial documentation. You will ensure efficient project execution, working closely with project leaders, field teams, and other stakeholders.

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Key Responsibilities

Program Coordination

• Budget Preparation: Prepare activity budgets, travel and field support requests, and disbursements to project stakeholders. Coordinate reimbursements to field participants in liaison with field teams.
• Field Activity Monitoring: 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.
• Field Finances Coordination: Coordinate field finances in liaison with field teams to ensure field advances are paid and resolved within stipulated guidelines. Close out finance and field activities.
• Travel Arrangements: Coordinate program staff and partners’ travel arrangements, including tickets and hotel acquisition (through the procurement office), travel authorization, and other relevant forms.
• Event Management: Manage communication with participants during event planning, including attendance confirmations and updates. Support activity managers with the production of event materials. Establish and maintain communication with vendors procured for program events.

Procurement Support

• Procurement Processes: Initiate procurement processes as per Population Council guidelines. Provide necessary support towards vendor identification and manage supplier relationships.
• Inventory Management: Assist relevant personnel in maintaining project inventory records, supplies, and other materials required for project activities.

Communication Support

• Reporting Documents: Support the program with the compilation of information necessary for the preparation of project reporting documents and dissemination materials.
• Resource Management: Establish and maintain a central storage system for all program publications and resources, including current and past materials.

Compliance

• Policy Adherence: Ensure compliance with procurement and other relevant office policies in the execution of duties.

Other Duties

• Additional Responsibilities: Perform other tasks as assigned by the supervisor to support the smooth operation of the program.

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Qualifications

• Educational Background: Degree in Business Administration, Procurement, Communication, or other business management fields.
• Experience: Minimum of 3 years of practical experience, preferably in an NGO setting.
• Skills: Understanding of procurement and administration, office and event management, ethics, and good management skills with diverse teams. Proficient in budget preparation, tracking, and expense reporting.
• Technical Skills: Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel).
• Language Skills: Excellent spoken and written English skills.
• Interpersonal Skills: Meticulous with excellent judgment, ability to multitask, adjust to changing circumstances, work independently, and show initiative.
• Team Collaboration: Ability to coordinate and work effectively with a diverse team in a multi-cultural setup.

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About Population Council – Kenya

Population Council – Kenya seeks to improve the health and well-being of vulnerable and marginalized populations in East Africa and other countries in the region. We support the design, testing, and scale-up of interventions on sexual reproductive health and rights, develop sustainable program solutions that respond to girls’ educational needs and build their social, economic, and health assets; reduce HIV transmission; prevent and respond to sexual and gender-based violence; assess various service-integration models; and strengthen evidence for programs related to unintended pregnancy.

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Application Process

If you know of a qualified candidate or are interested in applying for this position, please send your resume and cover letter to: jobs-nairobi@popcouncil.org by 8th July 2024.

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Equal Opportunity Employer

Population Council – Kenya provides equal opportunity and does not discriminate against any person with regard to age, color, national origin, disability, political belief, religion, marital status, gender, gender identity, or sexual orientation. Employment decisions are based on an individual’s qualifications as related to the position for which they are being considered. The Council especially encourages applications from members of underrepresented groups, including but not limited to women, people with disabilities, youths, and those from communities with the most to gain from expanded access to sexual and reproductive health services and information. The Population Council-Kenya is international in the composition of its board of trustees and its staff, as well as in the nature and deployment of its activities.

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Best Wishes

We wish you the best of luck with your application. Our website is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. Remember, we are an equal employer and do not charge any application/recruitment fees, whether refundable or not.

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Feel free to reach out if you have any questions or need further information. Thank you for considering a career with Population Council – Kenya.