Project Assistant at Nutrition International

Overall Purpose/Broad Function:

TAN is recruiting a dynamic, collaborative professional keen to join a dedicated and ambitious team. This position will be based in Nairobi.

Key Duties and Responsibilities:

• Financial Administration:
  • Assist TAN project staff in preparing all necessary documentation related to program activities, including contracts, purchase orders and travel letters
  • Assist TAN project staff in the updating of the Contract Database, maintaining relevant entries, and running reports/analyses as needed.
  • Assist TAN program staff with the management and tracking of contract budgets, milestones, deliverables and reports
  • Assist in administering the consultancy assignments including preparation of contracts, contract amendments, checking invoices, timely submission of reports and other follow-up action.
• Project Management Administration:
  • In consultation with TAN project staff, liaise with consultants on the submission of technical and financial reports.
  • Support regular review of internal TAN processes, information management and support systems; suggest changes/improvement and update guidance document as necessary;
  • Prepare and update as needed guidance notes to support standardizing and storing TAN documentation.
• General Administration
  • Coordinate and arrange travel itineraries, flights, accommodation, airport transport, visas, travel authorizations, and other necessary documentation for project staff, consultants as well as project specific workshop participants and visitors.
  • Assist with the organization and logistics of conference calls, meetings and workshops and record draft minutes as needed.
  • Complete expense claims reports for project staff.
  • Provide general office administrative services to program staff, such as faxing, scanning, printing, photocopying and filing.
  • Any other related duties, as requested.

Supervisory Responsibilities:

• This position does not have supervisory responsibility.
• Education/Professional Designations/Experience:

Education

Bachelor’s degree in Business Administration or other related field from a recognized university or an acceptable combination of education and experience.

Experience:

• 5 years’ experience working in an office environment in a similar position.
• 3 years’ experience working in a program-support capacity.
• Experience working with databases is an asset.

Language Skills:

Fluency in English and French is mandatory.

Travel Requirements:

No travel requirements for this position.

Other Specific Skill Requirements:

• Ability to plan and organize work to meet deadlines
• Ability to accommodate to new situations within the organization and project (flexibility)
• Ability to work under pressure
• Excellent interpersonal skills
• Excellent communication skills, both orally and in writing
• Attention to details
• Judgment
• Initiative
• Integrity