Title: Program Assistant
Location: Nairobi, Kenya
Position Description:
The International Foundation for Electoral Systems (IFES) is an international, non-profit organization that supports the building of democratic societies and the strengthening of transitional democracies. Founded in 1987 as a nonpartisan, non-profit organization, IFES has developed and implemented comprehensive, collaborative democracy solutions in more than 120 countries.
IFES is currently implementing a capacity-building program in support of Kenya’s electoral process in the areas of Voter Education and sustainability of Election Technology, among others.
IFES Kenya seeks a Program Assistant, whose overall role is to provide administrative and programmatic support to the Kenya Program which includes responsibility under current programming supported by international donors as well as future programming requirements, as may be required. The individual will need to be enthusiastic, self-starting, quick-thinking and motivated as they will be called upon to oversee and manage a wide range of programmatic, financial and operational tasks.
Under the supervision of the Program Manager, principal duties and responsibilities shall include, but not limited to, the following:
Key Responsibilities
Program Management
- Support project management and implementation of project activities
- Assist in organizing and coordinating core project activities;
- Assist with regular update of the work plan as well as follow up on activities;
- Assist in collection of data for monitoring and evaluation of activities and updating the M&E plan;
- Assist with reporting of programmatic results, these will include weekly/monthly reports to Program Team, Donors, Annual reports, as well as other reports as required;
- Tracking and documentation of election related information in the media and issue Daily Digest email;
- Arrange program meetings and attending meetings when necessary and provide reports
- Providing logistics support to international and local consultants
- Book accommodation
- Prepare travel advances and review travel expenses and ascertain accuracy prior to payments
- Assist with logistical arrangements for workshop participants and consultants
- Manage seminar and workshop participants’ database;
- Workshop set up and ensuring adequate branding of the venues
- Transport and per diem reimbursements to participants
- Liaising with partners on workshop invitations and making follow-ups on invited participants
- Taking of minutes of program meetings and ensuring distribution to all relevant staff
- Assist with evaluation of partner proposals, as well as review of partner reports
- Attend partner planning and working group meetings, as needed and provide reports;
- Assist in drafting briefing papers on relevant topics as needed;
- Assist with managing program planning and budget monitoring/realignment
- Monitor activity costs and alert relevant staff of the same
- Gather data on various costs for various activities to inform purchases
- Other duties as may be assigned.
Operations/Financial Management
- Assist with monitoring and tracking of program expenses
- Compiling all necessary documents and drafting LPOs, service contracts, and consultant contracts for local programmatic procurements
- Review of all program-initiated expense vouchers prior to signature/approval
Minimum Qualifications
Education: Bachelor’s degree in a relevant field.
Experience: At least three (3) years of experience, two (2) of which are in a similar position, preferably in international development and/or in the democracy and governance sector. Experience with working with international donors, including USAID, DFID, DFATD, and the EU.
Related Skills and/or Knowledge
- Demonstrable excellent communication skills both verbally and in writing
- IT skills with experience in Microsoft Excel, Word and PowerPoint
- Ability to work with others and take responsibility of building and maintaining positive relationships both within the office as well as with implementation partners
- Ability to prioritise, project planning and meets deadlines
- Familiarity with USAID rules and regulations and reporting requirements preferred
- Positive and solutions-based attitude
- Willingness to travel (though minimal)
Eligibility Requirements
Applicants must be Kenyan citizens or third country nationals permanently residing in Kenya.
HOW TO APPLY:
All applications should be sent to kenyarecruit@ifes.org not later than 5pm on 31st December, 2015.
Applications to include resume and cover letter only, no other attachment is required.
