Program Assistant Vacancy-Job Ref: JKCDFHI360/2010/202641

Program Assistant Vacancy-Job Ref: JKCDFHI360/2010/202641

Bunia ( Democratic Republic of the Congo )

Job Description
Provide basic administrative support for a core project and/or technical operations (e.g., coordinate meetings, arrange travel, process expense reports). Support the planning and execution of project and technical initiatives. Assist with monitoring progress toward achieving objectives and meeting deadlines, and communicate results to relevant staff.

Communicates frequently with staff and colleagues.

Main responsibilities :

Programmatic support:

Provide administrative support including calendar management, planning, and managing expenses.
Participates in project meetings and prepares notes and memos before and after meetings.
Plan for project-related meetings; conference room booking; catering ordering; preparation of materials, etc.
Logistical support arrangements for events, conferences, and workshops, including invitations and the provision of equipment, supplies, refreshments, etc.
Support departments, practices and/or projects to manage electronic files and/or review to ensure completion.

Provide communications support; prepare files for external stakeholders; monitor communications, inventory materials and work with teams on additional material requests, as needed.
Logistical support arrangements for events, conferences, and workshops, including invitations and the provision of equipment, supplies, refreshments, etc.
Takes meeting notes and maintains project files. Maintains the document repository system related to the sub-agreement.

Programmatic administration:

Supporting staff and consultant travel activities, including preparing expense authorizations, obtaining client travel approval, working with the Travel Department to obtain airline tickets and advances, and providing travel expense documentation when required.
Participate in the collection of information for the drafting of reports and the formatting of draft reports.
Keep the project report mailing list up to date.
Send reminders to the team to ensure they meet reporting deadlines.
To provide support to other people of the same level.
Set up a document management site (file sharing site).
Ensure the maintenance, copying and coordination of file storage and archiving.

Technical requirements:

Participate in the collection, review and basic analysis of technical data.
Provides basic technical support in the development and dissemination of tools, documents, reports, articles and interventions for projects.
Under surveillance, research is conducted on published literature, mobile software sites, blogs, on constantly evolving issues.
Provides technical and administrative support for the preparation and finalization of the work plan.

Operational support (security, IT, HR, etc.):

Publish job descriptions.
Organize interviews.
Set up the technological equipment for the meetings.
Troubleshooting equipment problems.
Maintain and update your contact list.
financial :

Payment processing: receive invoices in the financial system, record and compile payment files, obtain approvals and submit them for processing.
Consultant support: compile consultant agreement package, obtain approvals, and upload to the financial registration system.
Provide contact information for personal project support, such as processing reimbursement requests and invoices.
Can contribute to the development of the project’s budget process.
Read and interpret the budget to understand the monitoring.
Can suggest budget elements/an approach to tasks.
Configure purchase orders in the reference financial system (head office only).
Can help to obtain information on costs (other direct costs (ODC), hotel expenses, etc.).
Support for business development and proposal management:

Assistance and monitoring of contractual deliverables: as needed, assistance for the review and downloading of project reports and deliverables to the Development Experience Exchange Centre and to the internal knowledge exchange.
Support business development efforts, including assisting with proposal preparation and formatting documentation, organizational graphic formatting, and performance office research, as needed.

SKILLS :

There are 31 FHI360 development skills. For this particular role, the focus will be on:

Project management (planning and time management) – accurately assesses the duration and difficulty of tasks (sets of objectives/goals/measures). Breaks down work into measures, planning, assigning tasks and people. Effectively manages personnel, time, and resources. Organizes information, presents it usefully, and coordinates multiple activities simultaneously.
Problem Solving – analyzes problems, seeks to understand them from others and considers a variety of solutions. Chooses the most effective and efficient solutions, taking into account their impact on other projects and tasks.
Technical skills and learning – abandoning outdated processes and procedures, seeking resources to improve technical skills, and easily learning new industry processes, systems, and products.
Employees are expected to possess or have high potential for developing these three fundamental skills.

Knowledge and skills :

Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
Must be able to read, write and speak fluent English, and fluent in the host country’s language if applicable.
Basic knowledge of concepts, practices and procedures related to project design.
Excellent oral and written communication skills.
Proven mastery of the Microsoft Office software suite.
Ability to solve problems and recommend corrective measures as needed.
A strong sense of organization and great attention to detail are essential to meet project deadlines.
Effective communication in common information by ensuring attention is paid to specific elements (e.g., formatting) of the communication, successful delivery and responsibility for specific elements (e.g., updating deadlines).

Problem solving and impact :

Works on problems of limited scope.
The problems are routine in nature and fall under standard procedures and policies.
Works independently and as part of a team on special, one-off and ongoing projects.
Demonstrates sound judgment within the framework of defined practices and policies to accomplish its tasks.
The decisions made generally have an impact on one’s own position or on a specific functional area.

Supervision given/received:

Has no supervisory responsibility.
Demonstrates sound judgment in determining workflow and priorities.
Receives instructions regarding his new missions.
This usually falls under the responsibility of a manager.

Education

A two-year post-secondary diploma or its international equivalent in civil society, communication and social studies
Marketing, Economic Development, Education, Environment, Gender, Health, Nutrition, Research, Technology and Youth or a related field.

Experience :

Typically requires 1-3 years of relevant administrative experience justifying projects and/or a technical area of ​​practice.
Prior experience within a non-governmental organization (NGO) is preferred.
Prior experience with the Microsoft Office suite is preferred.

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