JOB SUMMARY The Program Assistant will work with Coordinator to assist program related functions and provides programmatic assistance to Coordinator. She performs program related tasks needed to implement planned activities.
MAIN DUTIES AND RESPONSIBILITIES:
Perform various administrative supports to the Coordinator and the program activities which includes drafting correspondences, provision of supplies and services, proper filing of project documents both electronically and hard copy,etc
Assist with the preparation of program materials, manuals and leaflets by collecting information and printing of materials. This includes performing or facilitating the translation of short documents as needed from Amharic to English or Vice-versa.
Coordinate with program team, finance and operation staff to obtain timely authorization of supporting documentation needed in support of program logistics.
Assist in the planning and implementation of trainings, workshops, review meetings and similar events including organizing logistics and travel arrangements, preparing budgets, ensuring the delivery of invitations, facilitating advance and effecting payments;
Assist in the coordination of travel for program/technical staff, and assist in preparing and process expense reports. This include travel arrangement, hotel reservation, logistics,…etc
Assist program/technical staffs with on-site activity preparation such as registration of participants, payment of per-diem and other onsite support to technical staff as required.
Ensure that training and participant information is collected for each event
Receive, screen, log and route all program related correspondence and maintain an effective follow up system.
Assist in coordinating external and internal meetings; including the recording of minutes and/or notes and follow up on implementation of meeting deliberations.
Keep Program/Technical staffs fully informed of the day-to-day activities and task implementation problems as they arise.
Collect Periodic Program progress, Training, Workshop, Trip and other reports, file them as appropriate and upon instruction deliver to the necessary Government, Donor and other bodies and partners.
Maintain up-to date lists of names and addresses of partner organizations, officials and personnel’s of relevant government partners.
Develop and maintain excellent relationships with colleagues and other partner organization
Provide primary administrative support to the Program Officer and perform various administrative support duties to facilitate the smooth progress and completion of the program activities.
Draft contracts and task orders for consultants as necessary and as assigned by the Coordinator.
Draft correspondence and reports as assigned by Coordinator.
Handling the petty cash Issue
Handling the store issue of the Forum
Any other task requested by the Coordinator
Terms of employment: One year with possible extension
Job Requirement
EDUCATION & EXPERIENCE
BSc in social science fields with 3 years of relevant work experienc
Experience in an NGO environment is desirable.
Experience in organizing training and workshops including organizing logistics, preparing budgets, ensuring the delivery of invitations
Computer proficiency in all Software Applications and Experience in record keeping
Fluency in English and Amharic
Excellent communication and interpersonal skills to work in a multi-disciplinary team setup; and Comfortable with a team approach to programming and the ability to manage several major activities simultaneously
Ability to work proactively, organize and manage own work and assist others to do the same