Program Officer

4 days ago

Nairobi, Nairobi Area, Kenya Corporate Staffing Services Full time

NGO job vacancies in Kenya.

Summary

This position serves as a Resource in providing programmatic and administrative support to the Regional Office. This includes coordination and management of assigned program activities such country office annual work planning, country office performance tracking and reporting, collection, and analysis of data of assigned projects. The role also includes organizing meetings, scheduling travel, and preparing reports. Additionally, it involves handling confidential files and information. Discretion and professionalism are essential for this role.

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Duties/Responsibilities

  • Supports the Regional Director and the Country Directors through coordinating annual operating plans and budgeting processes, ensuring that the plans are made within the provided guidelines and timelines.

  • Coordinates presentation of the regional priorities to International Office and other stakeholders.

  • Tracks the development and submission of country offices performance reports and contributes to reviewing the reports against the plans.

  • Supports programmatic initiatives at RO level in key areas, corporate partnerships and engagement, advocacy, research, and documentation.

  • Support country offices through strategic planning, Country strategic plan reviews and other country office strategic activities such as country combination and strategic alignments.

  • Manages the regional leadership team's meeting calendar, records action points and follows through to ensure that the action points are done.

  • Utilize the Global Monitoring, Evaluation, and Learning Platform to generate reports on COs progress, impact, and outcomes monthly.

  • Responsible for the Regional Office's administrative duties that includes: responding to routine correspondence and requests on behalf of the Regional Director (RD); proof reading correspondence; and assisting in maintaining program and financial records

  • Manage the travel arrangements of the RD and other designated staff. This includes liaison with the travel agent, preparing itineraries, ticketing, and documentation of travel authorizations, hotel and rental car reservations, and visas/ workpermits when required.

  • Coordinate the annual RD's travel and meeting commitments and prepare weekly/daily schedules. This requires routine communications with staff at the International Headquarters in Richmond and Washington DC; Regional Offices and partner organizations.

  • Responsible for the efficient daily workflow of the office; assists in maximizing use of time and resources of the office and in maintenance of permanent records and files.

  • As directed, provides support to special internal and external committees, activities, and forums; works in close concert with all Divisions under the RD responsibility

  • Responsible for the coordination, collation and preparation of divisional reports required for Global Leadership Team and Board meetings/reports; provides support to RD on consolidation and presentation of all division information.

  • Responsible for the development, tracking and reporting of RO budget ensuring follow up on all invoices for payment, issue resolution and filing. Identify potential budget variances and flag for corrective actions to stay within allocated funds.

  • Responsible for the organization and preparations of background documents and filing of materials and meetings minutes.

  • Supports the formation and creation of partnerships and alliances with different stakeholders. This will include participation in meetings and provide analysis and write ups on potential partnerships, drafting Memorandums of Understanding (MOUs), Program implementation Agreements and identifying new capabilities required for scaling.

  • Supports special projects management, budgeting, and reporting.

  • Support the RO procurement function and provide occasional support to finance whenever there is need.

  • RO Event Management/ Meetings such as Africa Leadership Team (ALT) meetings, Regional Visits

  • Performs other duties as may be assigned.

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    Qualifications/Experience/Education

    • Bachelor's Degree in Development, Project management, Business Administration, (or equivalent) with 5 years of experience in supporting project management and administrative or office manager role.

    • Training/Proficiency in software applications (operating systems, data analysis, graphics, and presentations, spreadsheet, database, accounting operations software, project management software, presentation software).

    • Strong commitment to the missions and goals of the organization.

    • Strong analytical and problem-solving skills required.

    • Ability to manage projects, draw conclusions and report results to aid in decision making for the division.

    • Ability to manage special projects, prepare written and financial reports, and present data in graphical forms, excellent editing and proofreading skills.

    • Ability to work independently, handle confidential matters, prioritize multiple tasks and follow up and meet strict deadlines.

    • Professional demeanour required with the proven ability to effectively communicate (verbal and written) at all levels of the organization internally and externally.

    • Consistently approaches work with energy and a positive and constructive attitude.

    • Demonstrated openness to change and ability to manage complexities and remains calm, in control and good humoured even under pressure.

    • Demonstrated diplomacy in working with diverse cultures and audiences and sensitive situations and subject matter.

    • Experience in working with diverse and multicultural environment.

    • Experience in working with government and other development agencies.

    • Computer proficiency in general office software applications (i.e., Word, Excel, Outlook).

    • Good written and oral communication skills in English.

    • Adaptable and flexible to thrive in a fast-paced environment.

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