Program Assistant

About the role

The program assistant will be based in Nairobi with a main role of contributing to the effectiveness of REACTS-IN program in Kenya through providing efficient program and administrative support services to the project team to ensure appropriate grants and program support in a timely and efficient manner to ensure that the NI program delivery, in line with NI’s policies and procedures and objectives.

Key responsibilities 

• Assist program officers in reviewing project proposals from consultants / grantees and advice prior to contracting.
• Assist the REACTS- IN team with the management and tracking of program budgets, milestones, reports so as to ensure that all obligations are met by the recipient and Nutrition International.
• Make the appropriate travel arrangements for the technical advisors, program team, consultants, workshop participants, visitors, etc. including Travel Authorities, travel itineraries, travel letters, visas, etc.
• Assist with the organization and logistics for program meetings and workshops, nationally and internationally.
• Draft grant and consultancy agreements; prepare contract approval sheet (CAS) and seek necessary approvals.
• Manage and track program budgets, projections, milestones, and reports in the contracts database and inform the respective program officer(s) accordingly.
• In consultation with Nutrition International (NI) personnel, liaise with grantee on the submission of technical reports and ensure obligations are met by both the grantee and NI.
• Assist in administering the consultancy assignments to ensure that signatures on all program documentation have been acquired and NICOR/RO/HQ advised accordingly and other follow-up action.
• Update financial milestones and fund transfer details in the contracts database/NICOR to align with grants, actual timelines, and approved transfers.
• Prepare payment documentation under programs to ensure the smooth and uninterrupted running of programs.

Requirements

Education/Professional Designations/Experience:

• Bachelor’s degree in business administration or other related field from a recognized university or an acceptable combination of education and experience.
• Experience:
• 5 years’ experience working in an office environment.
• 3 years’ experience working in program management environment.
• Experience with the management of office operations
• Experience working with the Microsoft suite.
• Experience working with databases is an asset.

Other Specific Skill Requirements

• Ability to plan and organize work to meet deadlines
• Ability to adapt to new situations within the organization (flexibility)
• Ability to work under pressure
• Excellent interpersonal skills
• Excellent communication skills, both orally and in writing