Program Assistant at The Center for International Health, Education and Biosecurity (CIHEB)

OVERALL JOB FUNCTION

The Program Assistant will be responsible for the coordination of administrative and program support within the Specific Program activities in close collaboration with the Program and Admin Specialist and HR Officer This role will involve actively engaging with the Survey field teams to streamline participants payments and ensure that timelines are met.

DUTIES AND RESPONSIBILITIES:

Program Management Functions

• Work with the program and administration specialist to support meeting survey coordination including booking boardrooms/ venue, registration of participants etc. for in-person meetings within the assigned program. 
• Support coordination and monitor planned activities in line with the work plan and serve as a liaison between the field teams and the office staff.  

Administrative Functions

•  Responsible for tagging of all program assets and issuing staff with the required office resource
•  Management of program inventory to ensure it is regularly updated, tracking of assets and sharing the same with finance.   
•  Reporting and following up on staff office/furniture repairs.  
• Work with the logistics and operations team in the coordination of weekly office transportation needs for the staff as well as support in the deployment plan
• Verify taxi requests, prepare taxi analysis and share taxi reports as well as filing of taxi reports  
•  Organize and coordinate trainings, workshops, meetings and provide logistical support
• Ensure timely payments of participants
•  Provide logistics support by making travel and accommodation arrangements for program staff
•  Raise PRQs for Program activities and follow up with procurement for LPO issuance
• Minute taking in meetings and sharing the same within the stipulated timelines

HR Functions

•  ERP Support- Ensure all field survey members are added into the ZOHO People and tagged to the right supervisors.  
• Support the creation of physical employment files for field staff guided by CIHEB Kenya filing procedures and follow up with individual staff to verify that all documents have been filed.
•  Support the HR team and the Regional Survey coordinator in ascertaining leave requests in the system and contact respective field team members for any anomalies.  
• Verify field team's timesheet filing and confirm completeness of the same before filing into their individual files.
•  Support the HRO in exit management of field staff – Clear the field staff of all assets issued to them and ensure proper documentation inclusive of timesheet, leave and clearance forms are duly signed and filed.  
• ​Any other duties assigned by the management 

​​​​​​​Requirements

REQUIRED QUALIFICATIONS

• Degree in development-related course Project Management/Social Sciences/Administration.
• An understanding of HR management principles.
• 2-year Experience managing health-related donor-funded programs will be an added advantage

OTHER REQUIREMENTS

• Good computer skills with proficiency in Microsoft packages
• Good organizational skills
• Sound interpersonal and liaison skills as well as a team player
• Excellent planning and organizational skills
• Good communication and facilitation skills
• Must be a self-motivated and reliable person who can work with minimal supervision.
• Ability to travel and work non-standard working hours in any part of the country as per survey requirements.