Program Administration Officer

• Five or more years of general administration or program support experience is required.
  
• A university degree or equivalent in a related field (economics, business, accounting, international relations) is required.
  
• Excellent oral and written English skills are required.
  
• Two years’ experience of related work with an international NGO is preferred.   
  
• Proven interest and commitment to humanitarian and development issues.
  
• Excellent organizational skills: the ability to work independently & productively in a fast-paced environment and to effectively see projects through from start to finish.
  
• Flexible work attitude and demonstrated creativity: the ability to work productively in a team environment and the ability to problem solve creatively with minimal guidance;
  
• Excellent Computer skills (especially Microsoft Excel, Word, and Outlook)
  

• Must be confident, self-starter, an independent thinker 
  
• Strong organizational, interpersonal and communication skills 
  
• Team oriented; Demonstrated ability to work effectively with diverse group of people
  
• Excellent communication skills, written and oral are required
  
• Demonstrated cultural sensitivity and appropriate flexibility
  
• Excellent organizational skills with ability to successfully manage multiple tasks.
  
• Multi-tasking, prioritizing, problem solving and simultaneous attention to detail are essential. 
  

• Five or more years of general administration or program support experience is required.
  
• A university degree or equivalent in a related field (economics, business, accounting, international relations) is required.
  
• Excellent oral and written English skills are required.
  
• Two years’ experience of related work with an international NGO is preferred.   
  
• Proven interest and commitment to humanitarian and development issues.
  
• Excellent organizational skills: the ability to work independently & productively in a fast-paced environment and to effectively see projects through from start to finish.
  
• Flexible work attitude and demonstrated creativity: the ability to work productively in a team environment and the ability to problem solve creatively with minimal guidance;
  
• Excellent Computer skills (especially Microsoft Excel, Word, and Outlook)
  

• Must be confident, self-starter, an independent thinker 
  
• Strong organizational, interpersonal and communication skills 
  
• Team oriented; Demonstrated ability to work effectively with diverse group of people
  
• Excellent communication skills, written and oral are required
  
• Demonstrated cultural sensitivity and appropriate flexibility
  
• Excellent organizational skills with ability to successfully manage multiple tasks.
  
• Multi-tasking, prioritizing, problem solving and simultaneous attention to detail are essential. 
  

• Manage the daily administrative workflow of the USAID Nawiri Project. This includes providing basic administrative support, including scheduling meetings, taking notes, managing letters and invitations, updating the team calendar with events such as training, completing forms, updating program documents, and streamlining Nawiri processes and procedures.
  
• Conference/Meeting Logistics Support: Assist with the logistical coordination and planning of meetings and conferences (which includes venue arrangement, workshop materials, event participant travel & accommodation) working closely with Program team and Operations team.
  
• Procurement: Serve as the focal point for USAID Nawiri procurement processes. Assist Program team in procurement processes including procurement planning, raising PR and following closely with Procurement Coordinator the progress of ongoing procurements.  
  
• Travel: Assist travel arrangement for USAID Nawiri team, including reserving and booking flights, booking accommodation, preparing TARs and other travel details as necessary.
  
• Processing of SOWs and consultant agreements for project support, including interfacing with HQ on relevant sign offs.
  
• HR Support (Hiring): Assist USAID Nawiri CoP in recruitment process - which includes raising PRF for open vacancies and follow closely with HR for a timely recruitment process.
  
• HR Support (Team Movement & Leave Balances): Track USAID Nawiri team leave plans and, working closely with HR, update team leave balances. Also, provide a periodic summary update of team leave plans and balances with the USAID Nawiri CoP & Component Leads.   
  
• Perform other administrative duties as required 
  

Team Coordination Support:

• Support cross-team administrative coordination: with the SMT, Field, program, operations and finance teams to ensure timely operations support for Nawiri Program activities implementation.
  
• Meeting Management and Notetaking: Manage the organization and record the details of all USAID Nawiri team meetings. This includes producing agenda documents (where required) , and taking notes during team meetings and disseminating them in a timely manner, always highlighting action points. Support following up on action points as necessary.
  
• Filing and Folder Tracking: Support Nawiri with structuring, updating and overall maintaining a filing system accessible to all program stakeholders. Ensure key files are appropriately maintained including, agreement documents with various NGO and Private sector partners, reports, research documents, discussion papers, videos, posters, etc.
  

Communications Support:

• Team Communications: Assist the SMT and Field Directors in managing communication flows within and across program teams, including across Nairobi and county-based teams. Ensure communication flow protocols are in place.  
  
• Product Communications: Support communications team to publish, produce and distribute internal and external communications to facilitate learning throughout the project. Keep track and manage dissemination plans and progress against them. Procure graphics. Facilitate connecting with HQ digital library and posting on internal and external sites..  Ensure Nawiri information held within the site is accurate and up to date, creating communications resources when requested,