Program Assistant PReSERVE

Key Result #1. Program Support    

1.        Assist the COP on assigned list of follow up activities assigned to the program staff and ensure that they are complete

2.        Draft relevant correspondence related to program implementation, including participant invitation letters, responses to requests and follow-up as appropriate for all correspondence,

3.        Work closely with program team in Addis/ region in facilitation and preparation of training materials and events.

4.        Organize and keep record of hard and electronic copy of all training materials and documents developed by the program team.

5.        Prepare transactional documents in support of project operations processes and support and facilitate coordination of transaction processing (e.g. payment requests, travel authorizations, travel advances, visas, etc.).

6.        Assist the COP in gathering information by coordinating with the regional and woreda PReSERVE offices.

Key Result #2 Administrative Support

1.        Makes travel arrangements for the COP, program staff as well as partner representatives when deemed necessary;

2.        Liaise with Bahir Dar regional office, field offices and Addis procurement & Logistics and finance and admin to facilitate procurement requests, financial transactions, office supplies/equipment, and provides administrative supports as required;

3.        Facilitate communication with all members of the project team, relevant staff in other departments/teams and external stakeholders as relevant. Send/receive and distribute all incoming and outgoing mail/faxes/letters/documents.

4.        Helps create and maintain a filing system for the department treats information confidentially and updates the filing system regularly with incoming and outgoing correspondence both in hard and electronic copies using google drive.

5.        Collect consultant contracts and follow up as needed to ensure the timely payment for their work, including collecting all required documentation from them such as reports, invoices, etc.

6.        Coordinate logistics and planning arrangements in support of program activities; this includes but not limited to: request printing of necessary materials, venue/loading arrangement and bookings, payment settlements, vehicle request, etc.

 Result #3 – Liaison and Networking   

1.        Maintain up-to date lists of names and addresses of partner organizations, officials of the Regional & federal governments and relevant stakeholders for easy communication management.

2.        Update RFSA staff database regularly in collaboration with the concerned units and share the information;

3.        Follow up on scheduled meetings and events and ensure that all concerned have made necessary preparations.

4.        Facilitate online or face-to-face meetings as assigned, take minutes, and follow up on action items Assist in drafting workshop preceding and event reports.

 Safeguarding Policy

Food for the Hungry/ FHE is committed to conducting its programs and operations in a manner that is safe for all beneficiaries it serves. It is FH's policy to create and proactively maintain an environment that prevents and deters any actions and omissions that put any beneficiaries, including children and the most vulnerable at risk. All personnel are expected to conduct themselves in a manner consistent with this commitment and obligation. Any violations of this policy could result in termination.

Gender Responsibility

⮚        Provide adequate time to staff to participate in gender sensitivity workshops and related events.

⮚        Through observation, interviews, and spot-checks, ensure that the staff planning process is gender sensitive.

⮚        Build a better gender balance in staffing through affirmative action.

⮚        Observe if women staff are as involved as men in high-profile activities such as interaction with visitors and chairing meetings, and take corrective action if warranted.

⮚        Encourage female staff to participate in external networks (local and regional), as well as seminars and cross visits.

⮚        Facilitate open and regular discussions with staff on about the work environment, policies, and values convenient to gender issues.

Safety & Security Responsibility

⮚        Encourages compliance of Safety and Security principles and policies of the organization by all staffs;

⮚        Visiting project Offices and operational areas periodically to meet staff and making sure that all staff members are aware of the safety and security procedures;

⮚        Explains to staffs the reasoning behind the organization’s safety and security policies and procedures

⮚        Organizing local training sessions, such as First Aid, Fire Safety, and Defensive Driving for staff members.  If possible, he/she should conduct briefing and training sessions himself/herself;

⮚        Ensures that safety and security objectives are added to performance reviews and evaluations of all staff members;

⮚        Encourages staffs to adopt safe and secure practices. Ensuring that updated personnel information related to safety (Record of Emergency Data) and security management are kept in Human resources.