Under the direction of the Program Manager, the Program Assistant (PA) provides operational and administrative assistance to the Regional SRHR Program team, performs a variety of administrative, coordination and logistical services in support of the operations of the program, and assists with information management and assist in resolving day to day operational logistical support.

The PA will facilitate regular overviews for monitoring contracting, fundraising and reporting and act as the lead resource person for Hivos quality management, ISO policies and the Hivos information management system (All Solutions, project management systems).

Your responsibilities

• Operations and administration (25% of time)
• Coordinate and manage the team and program’s calendar of activities.
• Maintain confidential records for the program;
• Act as main contact person for contractors, vendors and other service providers
• Acknowledge receipt of correspondence and documentation in the absence of Program Manager or program staff, and draft preliminary versions of correspondence to be signed by the Program Manager or relevant program staff;
• Develop and maintain an efficient filing system for the team, including assistance in processing calls for proposals as required;
• Maintain a tracking system of responses to proposals;
• Maintain and update team’s databases and mailing lists using the Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook Exchanger
• Organize regular team meetings and conference calls/video-conferences, including the preparation and distribution of documents and providing the necessary technical devices;
• Take minutes of regular team meetings and other meetings as required;
• Organizes and keeps track of meetings (minutes and tracking of items), maintains and applies department agenda and planning, organises periodic and one-off events
• Liaise with Regional and Global Office staff as required, and provide assistance to Regional and Global Office staff when visiting local office;
• Assist in the orientation of new staff, interns, volunteers and consultants by providing them with the necessary documents and materials for orientation;
• Management of Information Systems (MIS) (25 % of time)
• All Solutions Key user (Project side) responsible for training and support of users
• Exercises a line control function by checking all projects data and information ensuring:Compliance with ISO procedures
• Consistency of data and information between Osiris and contracts
• MIS overviews are counter-checked for consistence and accuracy
• Ensuring all reporting and/or submission deadlines are met
• Maintains program administration database such that:Program and project records are complete and correct
• Reminders and pre-reminders are sent out to partners
• The budget estimates accompanying program and project proposals are checked and assessed
• Ensuring timely registration of own project costs through the settlement process
• Generate or extract relevant reports from the MIS to inform management decisions
• Initiate project closures after ensuring that all obligations are met
• Financial Management (20% of time)
• Manage the program petty cash with support from the GFO
• Bookkeeping and ensure all required cash flow reports are finalised and submitted in a timely manner;
• Maintaining an overview of finances of the office;
• Procure office and program needs as per organization manual;
• Records the Regional Office financial commitments (contractual & planned) to partner organizations such that:Payments are made and recorded correctly and in good time
• Budget control can be performed on the basis of periodic information
• Initiation and control of program administration audit can be made
• Portfolio Management Support (15% of time)
• Supports portfolio management such that:
• Contracts conform to project management (ISO) requirements
• All relevant contract steps are fulfilled (including assessments)
• The payment process is prepared and administered in compliance with contractual conditions
• Regular MIS overviews are made available for planning, review and reporting purposes (Contracting, spending, fundraising and report submission and assessment overviews
• Coordination of events and logistics (10 % of time)
• Assist with training, workshop and meeting logistics and other preparations
• Liaises with relevant regional office staff and other outside agencies regarding venue, travel, hotels, and with catering services staff for provision, room organization and logistics
• Coordinates and disseminates all internal and external material, including publicity and background documents for program events;
• Prepares workshop kits or information packages and sends material to participants in a timely manner
• Resource Mobilisation and Fundraising (5% of time)
• Manage and update the donor data base
• Contribute to design and development of project proposals
• Support the preparation and compilation of all funding application documents

Your profile

• Minimum of 5 years’ experience in a finance and administrative role
• Degree in Business Studies/Administration or equivalent
• Familiar with working with financial administrative systems
• High level computer literacy in Microsoft Office and accounting software
• Must be fluent in English and be able to communicate effectively
• Experience working in a Non-Governmental Organization environment
• High energy, self-motivated, independent worker who is highly organized, results oriented and deadline driven
• Friendly, professional mannerism in dealing with the public both face to face and telephonically
• Accuracy and confidentiality
• Creative and flexible approach to work, and ability to work well independently and within a team
• Ability to work under pressure in a multi-cultural environment.

To apply follow this link