Summary
Date Posted: Tuesday, March 14, 2023 , Base Salary: Not Disclosed

JOB DETAILS:
Key Responsibilities:
Project Administrative Support
• Provide administrative support to the Tumikia Mtoto project for efficient program implementation.
• Support effective and timely management of donor/consortium requests, queries and related needs
• Contribute to the processes of enhancing linkages with other partners
• Ensure effective coordination of processes of reporting and monitoring with other consortium partners.
• In collaboration with various project staff, ensure that program status and progress reports are developed, shared and well maintained in repository
• Develop and maintain a project records management system to ensure all program data is available for easy access and retrieval of information.
• Develops and maintains an efficient physical and electronic filing system for the team
• In liaison with the Grants and Compliance Manager, support in the tracking and maintenance of sub awards contracts and correspondences
• Facilitate the creation of mailing lists for the consortium team members for effective communication.
• Organizes regular team meetings and conference calls/video- conferences, including the preparation and distribution of documents and providing the necessary technical devices.
• Provide administrative support in the coordination of the program process by tracking completion for the programs, scheduling interviews as necessary and e-filing the final document
• Support project staff with People and Culture related processes including facilitating project staff orientation, contract renewals, performance agreements, appraisals among others.
• Follow up with service providers to ensure office cleaning and hospitality services are provided as agreed.
• Ensure that the office space is conducive for staff performance in compliance with the OSHA requirements
• Ensure enough supplies and utilities for smooth running of the office.
• In liaison with the accountant, support in the management of assets and inventory
• Takes minutes of regular team meetings and other meetings as required

Workshops and Events
• Liaises with members and partners to coordinate logistical arrangements for workshops and events;
• Liaises with Project team and other agencies regarding venue, travel, hotels, and with catering Services staff for provision, room organization and logistics;
• Liaises with and assists project recipients and consultants as required to ensure smooth functioning of activities;
• Coordinates and disseminates all internal and external material, including publicity and background documents and coordinates appropriate mailings or distribution;
• Prepares training kits or information packages and sends material to participants in a timely manner
• Coordinates registration process and acts as contact person for the participants.

Logistical Support
• Coordinate staff movements & travel logistics and itinerary for efficiency
• Facilitate delivery of parcels/ mails
• In collaboration with Administration department liaise with service providers to ensure quality services
• Liaise with the travel agents to obtain supporting travel documents

Others
Perform any other duties as assigned by the supervisor or designee

Knowledge and Qualification for the Job
• At least 4 years’ experience in project administration
• Experience working in an INGO
• Knowledge and experience in USAID guidelines
• Good interpersonal, organizational, and customer care skills
• Proficiency in Computer especially in Microsoft Office Suite and data analysis programs such as PP, Excel & Word
• Bachelor degree in Business Administration, Social Sciences or related field from a recognized university.
• Experience in Logistics Management is desirable


Work Hours: 8

Experience in Months: 48

Level of Education: Bachelor Degree

Job application procedure
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