Duration : 6 months
Contract Type : Employee
Reporting to the Senior Operations Officer, the Program Assistant will :
Provide administrative support in the timely and smooth implementation of the tasks and responsibilities linked to the project plans and priorities.
Provide comprehensive administrative and technical support to the Operations team and to all the programmes.
Assist to support the operational team in the translation and dissemination of their needs within the communities.
Assist in the follow up of the management of programme implementation in the operational area
Assist in close collaboration with the National Societies to ensure close and appropriate linkages between the program team and the branches
Provide the data management services for the operation.
Job Duties and Responsibilities
The Programs Assistant is responsible for :
Administrative Support :
Accountable for providing professional administrative expertise and support.
Support the program team in the organization of meetings internally or externally : Planning and events, issuing and preparing invitations and requests for meetings.
Collect, compiles, tracks and anticipates the necessary documentation and files containing briefings and information for meetings, events and mission travel and ensures the required clearances.
Attend meetings and prepares meeting notes, meeting reports (syntheses, summaries, agreements and action points for follow-up), upon request identify meeting content.
Keep the various operational file holders informed of requests and upcoming commitments and deadlines.
Conduct research on various emergencies, food and livelihood needs and related issues.
Support to the program activities across the project cycle.
Supports the team in the daily program activities and provide assistance to compile any financial report.
Provide support in drafting, editing and preparing presentations, correspondence and other communications when required.
Support knowledge management systems and file.
Maintain a central filing system for the operational team coordinate with archives and records ensuring all key documents are accessible and appropriately archived for all related programmes.
In close collaboration with the Program team, develop and maintain up-to-date mailing lists, contact lists for internal and external stakeholders for different programs.
Support the implementation of the project in providing timely, accurate information and ensure that Monitoring and Evaluation are in line with project requirements
Work closely with the PMER Officer in ensuring effective planning, monitoring and evaluation of the project.
Ensure timely submission of reports by the National Society for the different active projects
Perform any other task assigned by Line or Technical Manager.
Relevant University Degree in Disaster Management, Health Management, Public Health or other related fields
Master’s Degree in related Discipline.
1-2 years experience in Disaster Management / Health, Agric / Food Security Related projects is required
Experience working with international non- governmental organization is preferred
Experience in writing report, case studies and M&E is preferred
Experience of working with National Societies is preferred
Basic secretarial skills knowledge is preferred.
Knowledge, Skills and Language :
Self-supporting in computers
Very good interpersonal, communication and presentation skills
Motivated, self-started personality, sense of responsibility and organization skills
Ability to multi-task, work under pressure, and prioritize workload in order to meet tight deadlines.
Ability to identify and handle sensitive and confidential information with discretion
Good negotiation skills, good judgment and maturity
Good knowledge of the operational context and area
Flexibility and ability to travel in the operation’s areas
Fluent in written and spoken English is required
Fluent in written and spoken French is preferred.
Competencies and Values :
National Society relations
Professionalism Integrity Diversity
Results focus and accountability.