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PAL Network   |   Nairobi, Kenya   |   Log in or register to see the closing date

Program Assistant

  • Bachelor's degree
  • Administrative, clerical
  • Experienced (senior worker)
  • Full Time
  • Temporary

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Job Summary

The People’s Action for Learning Network (PAL Network) is seeking a competent Program Assistant for the Secretariat office in Nairobi. The Program Assistant will provide support to deliver on the annual work plan by preparing the necessary background and supporting documents; generating requisitions, imprest and petty cash requests; generating payment vouchers; supporting with all meeting and travel arrangements; liaising and tracking translation requests; and conducting internet research where required.

Person Specification
Evidence that applications meet the essential criteria will be assessed by the following methods: Application (A), Interview (I), Test (T) and References (R), as indicated below:
• At least 2 years’ experience of program support and administration (I,R)
• Proficient in Microsoft Word and Microsoft Excel (T)
• Excellent organisational and time management skills (I,R)
• Good English written and verbal communication skills (I,T)
• Possession of a degree or diploma in business administration or related discipline (A,I)


Terms and Conditions
• This post is offered as a 1-year contract starting April 2018. The contract may be renewable provided funding is secured for the post and satisfactory progress is made.
• The standard working week is 40 hours per week. However, the demands of the job are likely to be such that a willingness to work longer hours as sometimes required is necessary.


Responsibilities

A. SUPPORTING PROGRAM ACTIVITIES (60%)

• Draft supporting documents for requisition requests for accommodation bookings, flight bookings, interpretation services, meeting venues, printing services, and other goods and services as required


• Ensure that registration and online payment forms are completed accurately when making online bookings


• Draft supporting documents required for all imprest requests


• Generate all necessary paperwork and supporting documents to retire all imprest requests


• Complete output analysis forms for all goods and services received prior to processing payments


• Review all invoices received from suppliers and vendors as per services provided before starting the payment process


• Generate payment vouchers for all approved payments as per the specific budget lines from the program budget


• Prepare claim forms for program expenses where required


• Support with the consolidation of quarterly activities to aid financial planning


• Prepare domestic taxi requests for all official program activities


• Liaise with procurement officer to advise on requirements for program activities and support with research into potential suppliers


• Prepare contract request spreadsheet for new consultants and suppliers


B. SUPPORTING TRAVEL AND MEETING ARRANGEMENTS (20%)

• Ensure all travel arrangements are made


• Liaise with meeting venues both domestically and internationally to ensure all necessary arrangements have been made for network meetings, workshops and conferences


• Obtain necessary information on preferred flight itineraries for all network participants, including dates and departure city


• Obtain necessary registration information from network participants where attending international meetings and conferences


• Liaise with the procurement officer on international travel bookings for network meetings


• Prepare travel expense calculators for all network trips


• Maintain folder containing all pertinent travel information for network members


• Prepare arrivals and departures spreadsheet for all network meetings, workshops and conferences


• Prepare meeting folders complete with agenda and all necessary documentation for network meetings, workshops and conferences


• Ensure reimbursements to network members are accurate, accounted for, and processed on time


C. SUPPORTING DOCUMENT TRANSLATION TRACKING (10%)

• Track translation requests and total word count for each individual translator


• Cross-reference invoices for translation against tracking spreadsheet on a monthly basis


• Liaise with translators on all issues to do with translation requests


D. PROVIDING GENERAL SUPPORT (10%)

• Maintain and update Basecamp project management platform to track progress of the program team on a weekly basis


• Correspond with network members as requested by the Supervisor


• Conduct internet research as requested by Supervisor


• Attend and fully participate in staff meetings and retreats as required


• Undertake any other lawful tasks as may be assigned by the Supervisor.


General Information

Salary rangeNot specified
Additional informationNot specified
Job start date: Monday, April 23, 2018
Contract type: Temporary
Job type: Full Time
Location: Nairobi
Area of work: Administrative, clerical
Seniority: Experienced (senior worker)

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 2 years
Required skills: Budgeting, financial planning; Written communication; Reporting; Office administration, management; Typing and note taking; Word processing and office software; Email correspondence; Meeting preparation; Spreadsheet preparation and editing (Microsoft Excel); Travel planning and reservations (leisure, business)
Required languages: English (Spoken: fluent | Written: fluent)


PAL Network

Non-profit, social workCompany size: 1-10 people

The People’s Action for Learning Network (PAL Network) is a south-south network whose members work across three continents to assess the basic reading and numeracy competencies of over 1 million children, in their homes, through citizen-led assessments. The PAL Network Secretariat is based in Nairobi, Kenya. The PAL Network Secretariat team support and coordinate the work of the network members, building in-country capacity and strengthening advocacy for citizen-led assessment assessments as an effective, low-cost, scalable model for bringing children's learning to the centre of policy and practice. Additionally, the Secretariat team assist in coordinating 6 Working Groups and 4 Regional Hubs, as well as providing administrative, and logistical support for network-wide events.