Project Assistant

  • Danish Refugee Council
  • Nairobi County, Kenya
  • Dec 06, 2017 - Dec 19, 2017
Full time International Development

Job Description

Key Responsibilities:  Team/Consortium Support 
  • 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
  Programme Support  
  • 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