Hivos Program Assistant – Connect, Defend, Act! Jobs in Malawi

Hivos Program Assistant – Connect, Defend, Act! Jobs in Malawi

Role purpose

The Program Assistant (PA) provides timely, efficient and effective operational and administrative support across the Connect, Defend, Act! Project. Essential to this role is pro-active coordination, organisation, tracking, and progression of project activities.

Responsibilities

The key responsibilities of the role include:

Operations and administration

Coordinate and manage the team and project’s calendar of activities.

Maintain confidential records for the project;

Act as main contact person for contractors, vendors and other service providers

Acknowledge receipt of correspondence and documentation in the absence of Project Manager or program staff, and drafts preliminary versions of correspondence to be signed by the Project 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;

Organize and keep track of meetings (minutes and tracking of items), maintain and apply department agenda and planning,

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;

Ensure appropriate supply of office consumables are available at all times.

Management of Information Systems (MIS)

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 the system 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:

Programme and project records are complete and correct

Reminders and pre-reminders are sent out to partners

The budget estimates accompanying programme 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

Manage the program petty cash with support from the FO

Bookkeeping and ensure all required cash flow reports are finalised and submitted in a timely manner;

Maintain an overview of finances of the office;

Procure office and program needs as per organization manual;

Record financial commitments (contractual & planned) to partner organisations 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 programme administration audit can be made

Portfolio management support

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

Assist with training, workshop and meeting logistics and other preparations;

Liaise with relevant regional office staff and other outside agencies regarding venue, travel, hotels, and with Catering Services staff for provision, room organization and logistics

Coordinate and disseminate all internal and external material, including publicity and background documents for programme events;

Prepare workshop kits or information packages and sends material to participants in a timely manner;

Resource Mobilization and fundraising

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

Qualifications

A Bachelor’s degree in a relevant field such as information systems, administration or business management/commerce or other relevant tertiary qualification from a recognized institution.

Knowledge / experience

At least 3 years of experience in a similar position working in the area of projects, administration and/or management preferably within a similar environment.

Demonstrated experience in event and travel coordination support.

Demonstrated experience coordinating procurement, purchase orders, invoicing, payment and other financial processes.

Excellent interpersonal and representational skills with experience in building and maintaining effective working relationships with a range of different individuals and organisations.

Proven ability to effectively manage information, multi-task and work under pressure to meet tight deadlines.

Excellent written and oral communication skills in English,

Ability to work collaboratively as part of a team and autonomously in a multi-cultural environment.

Key skills / attributes

Good computer skills using the Microsoft working environment.

Administration practices and procedures.
Procurement procedures.

Accuracy, attention to detail in administrative activities.

Prioritisation and time management.

Logistics and event coordination

Efficient file management processes.

Ability to deal with confidential information in a professional manner.

How to Apply

For more information and job application details, see; Hivos Program Assistant – Connect, Defend, Act! Jobs in Malawi

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