Planning & Monitoring Implementation

·         Provide support in the preparation and documentation of the annual programmes operational planning (e.g., work plans, annual budgets, etc.).

• Assist the project/program team with simple budgetary and accounting matters, including collecting and verifying timesheets and other relevant documentations, before they are submitted to the finance office;

·         Co-ordinate and support Coffee Programs led workshops, trainings and meetings with particular support to organising logistical issues such as venue, participants list, invites, equipment and other arrangements.

·         Assist the Senior Program Manager in preparation of reports and any additional follow up as and when required.

·         Under the guidance of the Senior Program Manager and in consultation with Project/Program Managers review progress of action plans and budget spent of the on-going projects/program.

·         Support Senior Program Manager to document results and progress in quarterly reporting update decks. Maintain close contact with the Program/Project Managers and provide the operational backstopping required from Addis Ababa office.

·         Collecting, fact-checking and providing data and information requested for internal and external reports.

Documentation & Knowledge Management

·         Ensure all appropriate documents, such as strategies, work plans etc., are in place for each project/program and are accessible for internal and external consumption.

• Organize and store programs paperwork, documents, and computer-based information;

• Communicate and attend team meetings where he/she shall be taking minutes;
• Screen general project enquiries and requests;

HR, Admin, Finance support

·         Provide high standard and efficient support to the Senior Program Manager and team of project/program managers, in all aspects of the team’s administrative needs and ensure Compliance with all relevant TechnoServe policies and procedures.

·         On behalf of the Senior Programs Manager coordinate program logistics, including vehicle usage, taxi requisitions, stationery, and other purchases and supplies and liaise with the Addis office in accordance with TechnoServe procedures;

• Follow up with field admin team in matters related to office supplies, training materials, phone credit, and others as appropriate,
• Follow up with finance team in matters related to travel advance and per diem payments for Coffee Programs led workshops, trainings and meetings and others as appropriate,
• Follow up on procurement plan and requests of specific projects/programs and provide feedback, recommendations for process changes as well as provide support in coordinating procurement processes
• Follow up with the store keepers’/office attendants to ensure publicity materials, cameras, projectors, and other working tools under the coffee programs are well recorded, tracked, kept and maintained after use;
• Perform other duties related to this position as assigned by the manager

·         Bachelor’s degree in Business Management, Economics or equivalent.

·         A minimum of 5 – 7 years’ management experience in a senior administration/coordination post.

·         Strong organizational skills including the ability to plan prioritize and ensure implementation of work to required standards.

·         Excellent skills in setting up and maintaining administration processes and office systems.

·         A high level of computer literacy particularly in Microsoft Office with an advanced level of competency with Microsoft Word, PowerPoint and Excel

·         Delivers on commitments, gets things done and demonstrates initiative.

·         Excellent skills in written and spoken English and the capacity to communicate often complex and sensitive issues to a wide audience.

·         Experience of working with NGOs.

• Demonstrable experience and skills of working in and across teams, good people skills, a strong communicator.

 PREFERRED SKILL:

·         Experience of working in the private sector

·         Experience in writing reports

·         High attention to details