- Job TypeFull Time
- QualificationBA/BSc/HND
- Experience2 years
- LocationNairobi
- Job FieldFinance / Accounting / Audit , Media / Advertising / Branding , Procurement / Store-keeping / Supply Chain
- We are seeking a highly organized and versatile individual to join our team. As a Program Support Specialist, you will play a key role in supporting various aspects of our organization, including procurement, finance, event coordination, communications, and operations. The ideal candidate is detail-oriented and proactive and possesses excellent communication and multitasking skills.
Location preference: Nairobi, Kenya
Responsibilities
Administrative Support
- Assist in the development and maintenance of program documentation, including project plans, timelines, meeting notes and reports.
- Support day-to-day operations by addressing administrative needs and resolving operational issues, as well as notetaking for internal and external meetings
- Maintain accurate & up-to-date program data and records, especially using Microsoft Teams and SharePoint. Assist in collection, analysis, and reporting of program-related data.
- Support the procurement process for program supplies, services, and equipment in close coordination with the procurement team and finance team.
- Collaborate with the procurement team to facilitate the purchase of goods and services.
- Assist in maintaining procurement records and ensuring compliance with company policies.
- Communicate with vendors to obtain quotes, negotiate terms, and track deliveries
Event & Logisitics Coordination
- Plan and coordinate events, including meetings, conferences, and team-building activities.
- Manage logistics, such as venue selection, catering, audiovisual equipment, and guest accommodations.
- Provide virtual and on-site support during events, online or offline using Zoom or Teams, to ensure smooth execution.
- Coordinate travel arrangements, accommodations, and logistics for program-related activities.
Finance Administration & Grants Coordination
- Support financial processes such as expense tracking, invoice processing, and budget monitoring.
- Assist in preparing financial reports and statements for management review.
- Work closely with the finance team to ensure accurate and timely financial transactions
- Assist in the preparation and submission of grant proposals and reports.
- Monitor grant compliance and reporting deadlines.
- Collaborate with the development team to ensure alignment of program activities with grant requirements.
Communication, Monitoring & Evaluation and Stakeholder Engagement
- Liaise with internal and external stakeholders to facilitate communication and collaboration.
- Assist in the preparation of materials for program presentations and reports.
- Assist in creating and editing communication materials, including newsletters, announcements, and presentations.
- Collaborate with the communications team to ensure consistent messaging across various platforms, including managing social media accounts (i.e. LinkedIn).
- Monitor and respond to inquiries through email and other communication channels.
- Support the monitoring and evaluation processes of programs.
- Assist in gathering feedback from program participants and partners
Qualifications
- Bachelor’s degree in relevant field.
- 2 years experience in an Operations role including but not limited to procurement, event management and Admin.
- Professional writing in English
- Project management and process oriented
- Microsoft Suite: Word, Excel, PPT, Outlook, Teams
Method of Application
Interested and qualified? Go to CARE on phg.tbe.taleo.net to apply.