Ensure timely and accurate execution of the day-to-day project requirements by ensuring project master work plans are followed, handling information requests and inquiries, advising visitors, scheduling meetings, and support on completing project documentation, among other related tasks
Support the Head of PMU in coordinating activities including trainings, kick-off and program review meetings, field visits, and internally and externally organized workshops. This role will also include taking meeting notes for those meetings/workshops attended, preparation of materials for programmatic meetings, and compilation and distribution of meeting minutes and relevant information.
Communicate with implementing partners as advised by the Head of PMU
Organize and coordinate visits by donors, government authorities, country team members or headquarter staff
Liaise regularly with staff in other departments, field offices, consultants, partners, and other external contacts to ensure effective information flow and timely actions
Maintain an effective filing system to include key correspondence, organization/project reports, financial information and other relevant documents
Responsible for day-to-day project correspondence, information sharing and filing, ensuring that appropriate follow-up actions are taken for on behalf of the Head of PMU.
Maintain records and track the status of action points arising from Project Steering Committee, Technical Working Group and other BORESHA meetings.
Ensure compliance with financial processes and financial records according to DRC and donor rules, regulations, policies and strategies
Support project implementation processes as directed by the Head of PMU. With support from the M&E Coordinator, Finance Coordinator other PMU and consortium member staff, play a focal role in the project Inception Phase that involves ensuring work plans, budgets, office space, staffing etc. are in place for project start-up activities
Collection, analysis and presentation of information for identification of areas for support and program formulation/ implementation
Develop talking points, background, and briefing materials for meetings, publicity, and advocacy in collaboration with the communications staff of DRC and other consortium members.
Ensure that all key program documentation is filed and easily accessible and retrievable
Monitor and check project management reports for compliance with activities, expenditures and work plans
With support from DRC Administrative Unit, make logistical arrangements for program staff and guests, flight bookings and accommodation
Skills & Qualifications:
A University Degree in Social Sciences or any other related degree
Minimum 2 years of relevant program and/or administrative experience is required
Excellent knowledge of Project Management and Support is required
Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages
Ability to perform a variety of standard tasks related to programs management, including screening and collecting of project documentation, project data entering, preparation of revisions, filing, provision of information
Flexible, with ability to work handle multiple tasks and meet strict deadlines
Strong planning, organization and problem solving skills with ability to work hands-on, independently, and within team in a difficult work environment
Excellent report writing skills in English
Strong communication (written & spoken) and interpersonal skills
Ability to work cooperatively with staff from diverse cultures
Previous experience working with an NGO is preferred
About Danish Refugee Council
The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organisation working in more than 30 countries throughout the world.
DRC has been operating in Kenya since 2005, where we assist refugees and displacement-affected communities by implementing protection and livelihoods activities that increase their self-reliance and expand opportunities for a dignified life. DRC works in Dadaab and Kakuma refugee camps, as well as in Nairobi and Mombasa to assist urban-based refugees.