The Program Support Officer provides program and administrative support to the African ALP program in Nairobi. She/he is responsible for the effective operation of all procurement, administrative and support functions, correspondence both internally and externally with various consortium members and the field staff. She/he also provides logistical support for the program including travel, accommodation arrangements and workshop/training coordination in addition to logistics and support to consultants. She/he serves as the focal point for communication and information on the program’s activities and events, including managing the dissemination of ALP information and communication material internally and externally.
MAJOR RESPONSIBILITIES:
Support to Program Management
· Ensure program reports, finance/audit reports, monitoring and evaluation and steering committee meeting reports are circulated according to required formats, standards and timeframe.
Attend program meetings, prepare and circulate minutes.
· Establish and maintain paper and electronic filing systems and updated shared work plans and calender for program team and for the whole of ALP
Ensure CARE Somalia/Somaliland procurement and financial procedures are followed in timely manner and that all coordination team staff are also following correct procedures.
Initiate procurement requests for items/venues etc needed by the ALP team and follow up with procurement to ensure the timely purchase, delivery and payment of the items.
Establish and maintain system to ensure payments, charging and financial reports are produced accurately and on time for sending to the donor each quarter.
Support annual budgeting for coordination team expenses and prepare costed work plans
Support CARE Somalia finance team to ensure financial reports, cash requests, audits, ADP, budget mapping and other financial requirements are completed as needed.
Maintain an up to date record each month of expenditure and budget estimates using the costed work plan
Administration and Logistics
· Provide administration support including as needed to ALP Country teams and partners
· Arrange all travel logistics including liasing with CS and securing travel visas.
· Ensure scheduling and coordination of appointments, meetings, events and visitors
Maintain an internal record of ALP program coordination team activities, visitors and travels.
Handle and deal with drop-in visitors, attending to the needs or directing them to the relevant persons/places within the program.
· Coordinate the booking of venues, accommodation, hire of transport/taxis and ensure accurate bills are presented to the finance department for payment.
· Organize and supervise errand running and deliveries.
Events planning and coordination
· Organize workshops and meetings including all logistics for ALP: such as selection of venues and catering facilities, communication to participants, travel arrangements, airport transfers, visa follow-up, and administration of travel advances.
· Preparation of activity budgets and financial reports for conferences/workshop expenditures.
· Purchase of stationery supplies for ALP events and office use.
· Coordination of flight bookings, internal travel and accommodation arrangements for both local and international staff during global or regional events.
· Ensure compliance of procurement forms and vendors selected for ALP events ensuring they are in accordance with the established policies and procedures, and processing and auditing vendor invoices for payment.
Maintain ALP events calendar in collaboration with the CO teams, partners and networks and share the same with the Program team, partners and networks on a monthly basis.
Knowledge management & Communications
· Set up, monthly review and updates of the ALP team E – list, contact list, data base of CC adaptation programs and networks, CSO networks etc
Support the formatting, designing and laying out of ALP products and articles; these may include ALP Newsletters, articles and human interest stories, ALP program communications e-bulletins, brochures, IEC and other communication products.
Liaise with identified websites for ALP dissemination, including PECCN, other CARE International websites and external CBA web sites and inform ALP team of their upcoming topics, schedules and requirements for articles, support uploading of ALP articles to their websites
Collaborate with PCT and country offices to gather requirements, design and develop digital libraries to meet the needs of the program’s knowledge management.
· Share quarterly document management status reporting with ALP Learning and Evidence Specialist
· Work with Learning and Evidence Specialist to identify key websites and other sources of information to ensure that relevant material is extracted and disseminated.
· Work with IT to develop online information platform for ALP learning events, workshops and meetings.
Function as content manager for the internal ALP, which includes correct filing and maintenance up to date of all program related key documents such as proposals, reports, contracts and IPIAs, communication products.
Maintain a digital photo and video library.
Maintain an updated resource center/library in Nairobi and purchase resource reference books if required.
· Assist in obtaining mapping and other details of ALP operational areas and assist M+E and learning coordinators on information management from all ALP countries.
Liaison with Care Somalia/Somaliland departments
Serve as a point person for directing requests from ALP staff to the appropriate departments of CS.
Serve as the liason with the administration department and oversee the administrative and management of all CARE Fixtures, Furniture and Equipment (FF&E) as well as other properties.
Liaise with Casre Somalia/Somaliland HR department in maintenance of PAR reports, leave records for local staff, work permits and other support for international staff and management of staff evacuation.
Liaise with CS HR department in preparation of briefing and orientation kits for new staff and visitors to the program.
Liase with Administration and Procurement departments for in-country settling of expatriate staff and shipment of personal effects.
Liase with Finance department in processing of travel advances, pettycash payments, travel reports as well as preparation of vendor payment requests.
Serve as the primary liason with the IT department for the ALP program.
OTHER
· Perform appropriate other tasks as deemed necessary by the Program Coordinator and other ALP program staff;
AUTHORITY
Reports directly to the Regional ALP Program Coordinator
· The Program Support Officer will mostly make decisions that are shared and contributory. On strategies for information management and most effective ways of mainstreaming managing administrative tasks, the Program Support Officer can be the primary decision maker.
· Examines correspondences, reports and documentation of reports before presenting or distributing to associated functions and consortium members.
QUALIFICATIONS
· Diploma in Business Administration, Communications, Administration or other relevant studies.
· Excellent skills using Microsoft Office, especially Word, Excel, Power-point and Publisher.
· Fluent in English both oral and written
· Excellent information management systems capabilities.
· Good understanding of development work and NGO operations.
· Three years of experience in administrative support and information management.
· 4 -5 years of experience in an international development organization.
HOW TO APPLY:
Interested candidates who meet the criteria above are encouraged to send their applications letters with detailed CV and three referees to SOMRecruitment@care.org. Please indicate the title of the position applied for as the subject line while applying. Only qualified candidates will be conducted.