Program Assistant Ref

Program Assistant Ref No. PA/PD/14/01/19

Reports to the Program Coordinator. The incumbent will provide administrative and financial support required by the respective teams, act as administrative/logistical liaison between the teams, finance and procurement departments.

Main duties

• Provides dynamic and proactive administrative support to the Provincial Coordinator, respective program managers, District, Facility and Community Team members.
• Liaises with all team members to coordinate requests of activity funds according to draw down schedule and according to approved budget.
• Processes and submits all expense requests as per the stipulated submission procedures as well as follow up the process proactively.
• Manages accurately office petty cash, prepare receipts and expenditure statements for submission to Finance and ensure timely retirements of activity funds.
• Facilitates procurement and availability of all required office supplies
• Compiles and tracks program expenses and provide regular updates
• Maintains an actives log system on all logistics orders and deliveries
• Maintains a good hard & soft copy filing system on all program correspondence and other documentation.
• Coordinates travel plans of the teams and help to plan/organize travel arrangements accordingly, with good communication of all parties involved
• Coordinates transport routing and drivers in line with CIDRZ transport policies
• Follows-up with other staff on program matters requiring timely decisions and actions
• Manages and organizes program events such as: trainings, meetings, retreats, team building activities, etc.
• Schedules and prepares for meetings and take minutes as requested

Qualifications

• Diploma in Business Administration or relevant equivalent
  At least 3 years’ relevant work experience working in an office environment and program support
• Ability to understand and utilize systems (e.g. ERP System)
  Organizational Skills
• Proven competency in MS Office, Internet, MS-PowerPoint and related systems
• Excellent interpersonal and intercultural communication skills
• Accurate and attentive to detail
• Ability to work under pressure and meet deadlines
• A commitment to team work and ability to work individually

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