PROGRAM ASSISTANT CONSULTANT at Chemonics

Chemonics International Inc. implements the USAID-funded Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project for the provision of technical assistance and related services. The GHSC-PSM project supports the following health program areas: HIV/AIDS; Malaria; Family Planning; and Reproductive, Maternal, Neonatal, Child, and Adolescent Health. The goal of the GHSC-PSM project is to ensure that there is a well-functioning supply chain management system in Kenya that provides an adequate, safe, affordable, and reliable supply of health commodities.

Chemonics wishes to retain the services of a short-term consultant to support the Kenya Transition activities under this contract. This agreement is contingent upon receiving that approval and satisfactory references and background eligibility. Chemonics conducts background screening on all consultant candidates.

The Program Assistant Consultant will be responsible for providing day to day office management, administrative, and training management support to GHSC-PSM Kenya Transition (PSM-KT) activities. They will be well versed with general program management, administration, procurement, and customs clearance guidelines. They will ensure close functional collaboration with other consultants on the PSM-KT activity to enhance efficient provision of services and ensure accountability.

Principal Duties and Responsibilities (Essential Functions)

As Program Assistant, the Consultant is responsible for the following principal duties and responsibilities: **

Program Management

§ Plan, coordinate, and support all logistical aspects of capacity building activities, including budget preparation, sourcing for venues, preparing workshop materials, coordination of activities, and fulfilling all documentation requirements.

§ Submit activity plans and budgets for approval to supervisor.

§ Prepare narrative/notes and compile financial documentation upon completion of workshops and activities as agreed.

§ Streamline program operations and develop standard operating procedures to enhance efficiency and increase effectiveness.

§ Maintain all program correspondence in an easily retrievable and orderly manner and maintain electronic filing system as to follow Chemonics file index rules.

§ Liaise with colleagues at Chemonics’ Afya Ugavi project in Nairobi to ensure accurate and timely payments related to PSM-KT activities, and coordinate logistics regarding events and travel as needed.

Procurement Management

· Track the status of all procurement transactions in the Procurement tracker.

· Liaise with AU Finance team to process payments for all goods delivered and services rendered.

· Maintain proper procurement records, including electronic and hardcopy procurement files for each purchase and tracking the usage of suppliers.

· Ensure that all procurements and vendor selections strictly adhere to Chemonics’ procurement policies and USG regulations.

Office Administration

· Provide administrative support and ensure the smooth and efficient operations of the office.

· Receive visitors to the office with a high standard of courtesy and hospitality and direct them appropriately.

· Ensure operation of office equipment including reviewing maintenance requirements, arranging necessary repairs, maintaining equipment inventories and evaluating new equipment.

· Maintain stock records for stationery and supplies for the office, working with suppliers/AU and verifying receipt of supplies and requisitioning in line with office procedures.

· Arrange and coordinate domestic travel and lodging for local and international staff participating in project activities as required.

Commodity Clearance and Delivery

Support the Clearing and Delivery Specialist with carrying out their duties, including:

· Assist with the timely processing of import and export permits/certificates in accordance with the Kenyan Law.

· Prepare supporting documents required for timely customs clearance.

· Maintain an updated tracker on the status of PPB permits, IDFs, Waiver letters and DA1 forms

· Any other duties that may be assigned by Clearing and Delivery Specialist.

Perform other duties as required by the Warehousing/Inventory Technical Advisor or his/her designee.

Required Skills and Qualifications

· Bachelor’s degree in public health, business administration, supply chain logistics, or other relevant field from a recognized institution

· Minimum two (2) years’ relevant professional experience in equivalent capacity.

· Sound knowledge and experience with donor rules and regulations i.e. USAID.

· Good interpersonal skills and the ability to communicate effectively at all levels (written and verbal).

· Self-starter with strong organizational skills and ability to work with a minimum of supervision.

· Excellent interpersonal and communications skills.

· Demonstrated ability to work in a team environment is required.

Level of Effort and Location

This short-term position will be based in Nairobi, Kenya with intermittent travel throughout the country. Level of effort is anticipated to be full-time, 5-days per week, for a period of 3 months