FSD Africa Programme Assistant Jobs in Kenya

FSD Africa Programme Assistant Jobs in Kenya


Job Purpose

  • Directly reporting to the assigned Pillar (e.g. Capital Markets, Credit, Risk, Strategy & Advocacy, FSD Network Directorate) the Programme Assistant is responsible for the smooth running of the administrative functions of the pillar (or department) in which he/she is attached.

  • It may be possible to be assigned to two separate pillars at the same time.

  • The Programme Assistant makes an important contribution to the achievement of FSD Africa’s strategy by freeing up the various project management staff to focus on the substantive technical content of their roles

  • The Programme Assistant works closely with the assigned pillars to ensure that timely and quality support is given to all pillar staff and key stakeholders (e.g. consultants, implementing partners, important contacts).

    Key Responsibilities and Requirements

    Procurement

    Support procurement of goods and services required by the assigned pillar and ensure conformance with the laid down procedures:

  • Liaise with the procurement team to develop documents required for procurement such as procurement authorization forms, budget etc

  • Maintain records of procurements by the team to ensure compliance with policies and procedures.

  • Liaise with the procurement team to draw up relevant contracts and grants, as well as grants and contract amendments.

  • Support the team in liaising with key suppliers to ensure maintenance of good relationships and quality of service.

    Logistical & Travel support

    Provide logistical and administrative support to assigned Pillar staff and key external stakeholders:

  • Ensure full understanding of the needs of assigned Pillar staff and external stakeholders and deliver work that meets their requirements
    Handle all logistical support for relevant workshops, conferences, and meetings hosted by the assigned Pillar; ensuring that technical experts are free to focus on content development, facilitation, and relationship building.

  • Prepare relevant travel procurement documents such as the quarterly travel procurement authorization form and budget.

  • Process local and international travel documents, advance requests, travel expense claims and travel expense accounting.

  • Maintain all financial records relating to the pillar travel and transport.

  • Book flights, hotels, and plan the itinerary of assigned Pillar stakeholders.

    Record Keeping

    Take overall responsibility in maintenance of assigned Pillar records and common folder; storing data according to filing systems for physical and electronic information:

  • Maintain up-to-date work unit project and other files (both paper and electronic)

  • Manage the maintenance of the assigned Pillar paper-based record system ensuring that the Pillar retains all documents in a paper form as required for conformance with legal, regulatory or contractual obligations.

  • Ensure that electronic records of all assigned Pillar documents are kept; providing support to the team in maintaining these records and organising electronic scanning where necessary.

  • Liaise with communication team in maintenance and updating of the assigned Pillar contact database; including frequent scanning of business cards from team members for uploading into the master database.

    Programme Implementation Support

    Provide logistical and administrative support to the delivery of assigned Pillar Programmes and Projects; acting as part of the team in ensuring the results articulated in
    project plans are achieved:

  • Prepare for meetings and workshops; Setting up Zoom or Skype calls and taking deliberations/minutes of proceedings for the assigned Pillar.

  • Assist the team in preparing presentations, Terms of Reference, Grant document, and other key programme documents; as well as editing and formatting documents as requested and in a way that complies with the FSD Africa brand.

  • Provide general research support by reading widely; keeping abreast of current events or news and sharing relevant information with the team.

  • Assist team members in managing both internal and external stakeholders by being part of a team and also serving and maintaining a range of external relationships.

  • Serve as an information resource on status of project/products; responding effectively to queries from stakeholders.

    Communication & Social Media

    Support the Director of the assigned Pillar and the Pillar team in managing strategic relationships and rolling out the Pillar’s communication and advocacy plan:

  • Support the Pillar team in drafting and disseminating communications to project stakeholders;

  • ensuring that high standards of written English are maintained, and that content is adjusted to cater for the audience

  • Follow a content plan to develop materials; personally creating, and/or editing content provided by other staff, in line with the given message framework, especially supporting a strong social media presence.

  • Work with the Pillar team in the development of written pieces and reports while taking the lead in the dissemination of these reports.

  • Create and schedule content releases; uploading pre-written pieces and supporting assets.

  • Carry out an audit of the website and social media publications; monitoring metrics and providing timely reports on statistics.

  • Carry out any other duties or special assignments as assigned by the Management.

    Person Specification

    Qualifications and Education

  • Good quality bachelor’s degree from a recognised university

    Essential Experience, Knowledge and Skills

  • At least 2 years of experience, some at a senior level, working in a relevant environment across multiple countries and institutions, including in Africa

  • Excellent skills in written and spoken English. Demonstrate good attention to detail with grammar, spelling and writing style that will appeal to key stakeholders.

  • Team player. Ability to work effectively with colleagues across the organisation.

  • Demonstrated track record of rigorous project management skills and achievement of results

  • Demonstrated familiarity with social media platforms

  • Demonstrated ability to successfully manage events.

    Desirable

  • Experience of working in a multi-cultural environment

  • Previous experience of working in DFID-funded projects

  • Languages: French, local African languages

    How to Apply

    For more information and job application details, see; FSD Africa Programme Assistant Jobs in Kenya

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