Senior Program Officer - Administration at International Rescue Committee

Position summary

Under the direction of the Secretariat Director, the Senior Program Officer provides coordination, both operations and administrative assistance to the CGPP team, performs a wide range of administrative, coordination, communication, and logistical services in support of the operations of the multi-partner project in Kenya and Somalia.

Key Responsibilities

Operational and Administrative Support

• Serves as an administrative link of the project activities with other programs/departments, i.e., finance, program development, public information, etc.
• Liaises and communicates with project consultants and field staff, providing support, as advised.
• Acts as the main contact person to stand in for team members during absence, following-up on any emergencies with appropriate in-house staff, and sharing workload as vital.
• Support the writing of routine reports, correspondence and assists with the development of project/ program materials.
• Provides administrative support in organizing virtual and in-person CGPP team meetings, taking meeting notes, and follow-up of action points as appropriate.
• Support copyediting, formatting and design of presentation documents as assigned including manuals, brochures, reports, and budget documents.
• Prepares, submits, and reconciles project purchase orders, and other financial transactions in coordination with the finance and admin department.
• Acknowledges receipt of correspondence and documentation in the absence of the Manager and Secretariat Program staff, and drafts preliminary versions of correspondence to be signed by the Manager or deputy.
• Develops and maintains an efficient filing system for the Secretariat, including assistance in coordination of implementing partner proposals, budgets as the need arises.
• Maintains and updates program’s databases and mailing lists using the Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook Exchanger.
• Handles the project inventory, supplies and reorders as necessary.
• Assists in the orientation of new staff and consultants by providing them with the vital documents and materials for orientation.
• Serve as a point of contact for all human resource related matters including coordination of new hires, annual performance reviews, employment contract extensions, etc.

Travel Management

• Maintains updated travel plans and budget amounts to provide an accurate overview of the Program’s travel budget, which includes liaising with the financial and administrative department staff for their input.
• Handles preparations, scheduling, logistics, and other various requirements for domestic and international travel.
• Responsible for formatting, distribution and filing of trip reports; Reconciles travel expenditures for all team members and submits them for authorization and payment.

Workshops and Events

• Liaises with members of the implementing organizations to coordinate logistical arrangements for workshops/trainings that take place in different regions or counties/countries.
• Liaises with staff of the secretariat hosting agency, travel agents and other outside vendors regarding venue, travel, hotels, and other Catering Services for the project organized events.
• Coordinates and disseminates all internal and external material, including publicity/ background documents for local and international project events.
• Prepares training kits or information packages and sends material to participants in a timely manner and Coordinates registration process and acts as contact person for the participants.

Qualifications

• Bachelor’s Degree in Business, Management, Administration, Secretarial Sciences, or a related field is preferred.
• Excellent interpersonal, organizational, and written/verbal communication skills, including in cross-cultural settings.
• Ability to interpret program policies and procedures; ability to independently plan, organise and multi-task to carry out work assignments; ability to analyze and prepare fiscal, financial, and statistical records and reports.
• Proficiency in data management software and MS Office.
• Pays close attention to detail.
• Demonstrates knowledge of proper compositional practices to aid in writing and proofreading of project documents.
• Fluency in English and Swahili.
• Willingness to travel frequently to project areas, especially border sub-counties/districts.
• References will be required.

Required competencies:

• Commitment, punctuality, self-starter, a standout colleague,
• Ability to work under difficult conditions in the field, diligent, transparent, etc
• All IRC staff are required to implement The IRC Way Standards for Professional Conduct and the IRC country employment policies.