The purpose of Administrative Assistant- Program position is to provide key support to the program unit in structuring and managing complex relationships between diverse group of constituents in coordinating program and administrative details.  The Administrative Assistant-Program ensures effective and efficient functioning of the program, unit, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

Responsibilities and Key Result Areas

Administrative Support

§  Provides administrative backstopping to the program unit  including project staff  and  contact with external parties, confirming appointments, drafting letters of response, assists in donor report preparation, etc.;

§  Maintains the supervisor’s  online calendar, contacts with visitors, arrangement of appointments and meetings and acting as an integrator when required and/or taking minutes;

§  Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to line manager

§  Prepares high quality briefing materials for supervisor for appointments, meetings, missions and maintenance of protocol procedures;

§   Prepares briefing material for new staff/comers;

§  Prepares minutes of regular project management team meetings, and ensures regular follow-up on recommendations with project and other relevant staff;

 Program Support

§  Assists the preparation of Scope-of-Works/Terms of References (SOW/TOR) for consultancy service, reviews/revises SOW/TOR prepared by Program staff;

§  Supports to the preparation of project document, proposals and reports,

§   Actively participates in field visits, prepares field visit reports and document stories,

 Maintenance/Management of Files/Records

§  Ensures all the program unit -complementary project documents are filed in systematic and orderly way;

§  Checks information for accuracy, and ensures that it is up to date and relevant;

§   Maintains filing system ensuring safekeeping of confidential materials. Use of automated filing system;

§   Retains up to date information and profile of all projects and ensures that all project reporting is communicated to counterparts such as , donors, and relevant partners;

Financial Oversight to Project Budgets

§   Tracks and reports on mobilized resources, reviews contributions agreement, follow up contributions in PAMODZI/Adaptive Planning system,

§  In collaboration with designated staff from finance unit, reviews monthly audit reports and prepares draft response to internal audit for review by line manager

§  In consultation with line manager, manages office supplies and expenses budget;   ensures budget allocation for requested purchase orders;

 Qualifications

A) Education/Training

Required:

 B.A. in Administration, Finance, Management or equivalent combination of education and work experience.

B) Experience

 3 years of relevant experience.

C) Competencies

Respect, accountability, courage, excellence, building partnership, analytical ability, stress tolerance, initiating action, customer focus, interpersonal skill and planning and organizing.