PROGRAMME ASSISTANT (National Position) At NIRAS

The Strengthening Prevention and Response to GBV Programme coordinated by the State Department for Gender, and implemented by the County Governments of Bungoma, Kilifi, and Samburu, are seeking a Programme Assistant who will support the government’s efforts toward a well-coordinated, well-resourced, and sustainable multi-sectoral approach in gender-based violence prevention and response. The Programme Assistant will ensure effective administrative support for the programme under the guidance of the Chief Technical Advisor (CTA) and Programme Director (PD). She/he will perform general administrative duties, take care of travel arrangements, support programme communications and reporting and prepare financial accountabilities. She/he will also be responsible for arranging meetings and preparing official correspondence in close coordination with government counterparts.

The Programme Assistant will work in close collaboration with the CTA, Programme Director, Financial and Procurement Manager and County Coordinators and other stakeholders for effective achievement of results, anticipating and proactively solving problems that could hinder timely implementation of the programme, while supporting smooth and efficient communications and planning. The position will be placed in Nairobi.

Duration of the assignment: Three-years.

Reporting: The Programme Assistant reports to the Chief Technical Advisor (CTA) and is also guided by the Programme Director.

Tasks:

• Handle general office administration related to the smooth running for the programme following the highest ethical standards of transparency, financial accountability, and integrity in all matters.
• Collect, register, and maintain all information on programme activities – including all files and records relevant to the programme management – to support accurate, timely, access to project data and information. This includes collection and management of receipts and other supporting documents in accordance with the MFA and NIRAS financial procedures and reporting requirements.
• Contribute to the preparation and implementation of programme plans, progress reports, and other programme publications.
• Prepare agendas and arrange field visits, appointments, and meetings both internal and external related to the programme activities and write minutes from the meetings. Make travel and hotel arrangements for all project staff and consultants supporting the implementation of the programme.
• Assist in the development of administrative systems at all levels of the program.
• Assist in practical arrangements of the Steering Committee and the Supervisory Board meetings.
• Monitor media coverage and highlight key issues/stories relevant to the programme objectives and outputs.
• Provide support to programme consultants in the implementation of their tasks for the achievement of programme results (communication, agenda, visas, hotel reservations, logistics etc.).
• Assist in coordinating programme volunteers/interns – supporting the programme’s efforts to provide meaningful opportunities for traditionally disadvantaged groups, especially people with disabilities, to support wider engagement on GBV prevention and response efforts.

Required qualifications and Skills

• A diploma or degree in business administration, or equivalent; candidates with a Degree in Gender & Development Studies, or International Development will also be considered.
• At least +3 years working experience in project administration and office support with proven ability to manage data and assist in the preparation of programme reports.
• Experience working in development cooperation programme is considered as an advantage – especially programmes focused on prevention and response to gender-based violence.
• Ability to work under pressure and meet deadlines with minimal supervision.
• Excellent interpersonal communication skills.
• Excellent written communication skills.
• Excellent computer skills – MS Word, Excel, PowerPoint and Outlook.
• Demonstrated ability to work in a team environment.
• Fluency (oral and written) in English and Kiswahili.
• Undertake any other relevant responsibilities and tasks as assigned.