Project Assistant – Operations and Logistics at Financing Alliance for Health

POSITION SUMMARY

Role Overview: The Project Assistant – Operations and Logistics will play a vital role in coordinating travel arrangements, logistics, and project management activities for Financing Alliance for Health. This position involves overseeing the efficient execution of programs, events, and initiatives while managing travel logistics and ensuring compliance with organizational policies.

Key Responsibilities: The Project Assistant – Operations and Logistics will operate from a mutually agreed remote location, preferably within Nairobi, and will be responsible for the following tasks:

Travel Coordination and Logistics Support:

• Plan and coordinate domestic and international travel for staff, and stakeholders.
• Proactively participate in project planning with various workstreams and collaborate with internal teams to understand logistical requirements and provide effective solutions.
• Research and secure the most cost-effective transportation and accommodation options.
• Manage travel itineraries, ensuring timely bookings and adherence to budget constraints.
• Stay informed about travel regulations, visa requirements, and health and safety guidelines.
• Communicate travel plans, logistical details, and project updates to relevant stakeholders in a timely manner.
• Provide clear and concise information to staff and partners regarding travel arrangements and logistics.
• Coordinate logistics for events, meetings, and programs, ensuring seamless execution.
• Negotiate and manage relationships with vendors, including transportation providers, hotels, and catering services.

Budget oversight:

• Develop and manage budgets for travel, logistics, and projects, ensuring optimal use of resources.
• Track expenses, reconcile invoices, input on the ERP system and ensure timely payment of vendors.
• Provide regular updates on costs and propose cost-saving measures when possible.

Compliance:

• Ensure compliance with travel policies, regulations, and ethical standards.
• Implement risk management strategies related to travel, logistics, and project activities.
• Address any issues or emergencies related to travel or project implementation, collaborating with relevant stakeholders.

Procurement: 

• Seek for quotes based on approved purchase requisitions
• Aid in the annual vendor prequalification process
• Generate purchase orders
• Create comparative analyses for goods and services
• Support in drafting vendor contracts for authorized personnel to sign
• Receive purchased goods

Qualifications: 

• Bachelor’s degree in finance, Business Administration, Logistics, Project Management, or a related field.
• Minimum of 3 years proven experience in procurement, travel coordination, logistics management, and project management, preferably in a nonprofit setting.
• Strong organizational, multitasking, and project management skills.
• Excellent communication and interpersonal skills.
• Knowledge of travel regulations, risk management, budgeting, procurement and project management methodologies.
• Proficient in using relevant software and tools for travel planning, logistics, and project management.
• Demonstrated ability to collaborate with diverse and remote teams and provide online remote support to staff.
• Ability to work independently with minimal supervision.
• Track record of being a problem solver.
• Excellent proficiency in spoken and written English and French