Application deadline: May 4, 2023
The program assistant (PA) assists the project managers, program officers and the financial officer with a variety of tasks that can include the provision of financial-administrative support, logistics, note-taking, etc. The PA is committed to the values and principles defined by Hivos.
Responsibilities
Operations and logistics
- Maintains logistical and administrative activities and corresponding systems for internal and external communication, fulfils information requirements.
- Organizes and keeps track of meetings (minutes and tracking of items), maintains and applies department agenda and planning, organizes periodic and one-off events, monitors reporting schedules and requirements.
- Performs a variety of logistics tasks such as organising travel and events.
- Working closely with the Program/Project Managers and responsible technical leads to organize overall team meetings such as staff meetings, annual planning and reflection meetings, annual team building.
Program support
- Processing Information: Is in charge of entering program-related financial and other data and processing it into standard systems.
- Support in positioning: Is part of the Programs/Projects team in the region and as such interacts with internal and external stakeholders.
- The PA manages the documentation (financial, administrative and technical), archiving and distribution of documents in the nextcloud platform, as well as the follow-up on the updates of the subprojects and respective documentation in the Hivos project management system (All Solutions).
- The PA provides administrative support as needed in implementation, monitoring and evaluation, in collaboration with the rest of the team and shares possible synergies.
- Create and modify documents e.g. invoices, reports, memos, letters etc. using word processing, spreadsheet, database and/or other presentation using Microsoft Office.
- Assist in preparation and dissemination of contracts for partners and consultants using the Hivos information management system (All Solutions).
- May conduct research, compile data and prepare papers for consideration and presentation
- Supporting the program team in regard to grants program monitoring, evaluation and learning to shape funding priorities and inform capacity strengthening opportunities.
- Ensure timely external communication and support in relationships with consultants or external facilitators, providing expertise to the program.
Procurement support
- The PA is the responsible for the following-up of the deliverables and payments of the consultancy contracts implemented.
- Supporting program team in procuring of goods and services such as consultancies, flights, accommodation and conference which includes coordinating approval of terms of reference by the Program/Project Managers ; reviewing, preparing and ensuring approval of contracts, invoices, purchase requisition and other documentation necessary for the relevant processes.
- Any other duties assigned to them.
Requirements
- Relevant vocational training or comparable work experience, and higher level of working and thinking.
- Able to speak and write English fluently, knowledge of French, Swahili, Portuguese or other relevant languages are a bonus.
- Approximately 3 years of work experience in a professional organization, and preferably in an international environment.
- A proactive, open-minded team player with a positive attitude, who enjoys working in a dynamic environment.
- Supportive of the goals of Hivos and alignment of the Hivos Values.
- Familiar with working with financial administrative systems.
- Skilled in organizing and planning.
- Experience in supporting the organization of events, preferably also online.
- Ability to think and act creatively and ‘outside the box’ to solve problems
- High level of integrity.
We encourage applications from the rightsholder communities in the broadest of sense. We offer a contract on Hivos East Africa Labor conditions, with remuneration commensurate with the experience and expertise requested.
APPLY ON THE OFFICIAL WEBSITE USING THE LINK BELOW:
