Planned Parenthood Program/ Administrative Assistant Jobs in Kenya

Planned Parenthood Program/ Administrative Assistant Jobs in Kenya

Purpose

The Program/Administrative Assistant will prioritize and provide program-related administrative, logistical, and other support, focusing on executive-level support to the Regional Director, Africa.

S/he will liaise with other internal stakeholders to ensure timely action on routine tasks, special projects and events forward, manage program schedules and timelines, create documents, correspondence and presentations, and provide project management as assigned.

Key Roles and Responsibilities/ Delivery:

1. Provide direct executive-level administrative support to the Regional Director, ARO, including managing of correspondence, scheduling and coordination of meetings, keeping RD’s and ARO’s calendar of events/meetings, drafting agenda, preparing program documents, and managing/closing follow up tasks.

2. Organize travel/meeting plans with internal staff and external stakeholders, developing detailed itineraries, and managing logistics related to the travel schedule/meeting including agenda scope and briefing materials. S/he will also ensure that travel/cash advances and expense reports are prepared for and processed in a timely manner.

3. Coordinate program activities across country teams and with other departments to maintain action lists and follow-up, managing correspondence and work flow, and compiling briefings and reports on time.

4. Organize and schedule office and team activities.

5. Gather information for internal communications, grant/administrative reports, regional notes, and team updates.

6. Compile, verify and organize materials for trips, events, and reports.

7. Manage special projects, including international events planning and execution.

8. Create reports, presentations, or other data as requested.

9. Maintain database and contacts of key collaborators

10. Facilitate translation of documents from French/Spanish to English as the need arises.

11. Take meeting notes and share them with the Regional Director and all relevant colleagues for follow up actions/closure in a timely manner.

12. Any other duties that may be assigned from time to time by the Regional Director, ARO

Engagement

This position interacts with staff at all levels, from executive level to administrative and other support staff, as well as with staff from affiliated and unrelated organizations, donors, and other external stakeholders.

These interactions require cultural sensitivity to represent PPFA and Planned Parenthood Global in the best possible light.

Education