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Program Associate, Kenya

Nairobi

  • Organization: IDLO - International Development Law Organization
  • Location: Nairobi
  • Grade: Administrative support - Level 3 - Process Management Support Role
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: Closed

ORGANIZATIONAL CONTEXT

The Department of Programs is the central management and coordinating function for program delivery and capacity development.  It is responsible for the implementation of IDLO’s global program portfolio for field and non-field locations in line with organizational strategy.

THE POSITION

Under the direct supervision of the Field Program Manager, the Program Associate ensures process integrity and provides administrative assistance to the program team in order to support program delivery.

Summary of Functions:

1. Provide administrative support to the Program team and ensure process integrity;

2. Support the coordination of work and information flow between offices (HQ/Field) and support functions;

3. Carry out desk research on specific topics in order to provide input to support the development of new proposals, concept notes, briefing notes, summary status reports, and donor narrative reports.

Key results expected

1. Provide administrative support to the program team and ensure process integrity, including:

  • Support mission preparation including preparation of Travel requests, visas, etc.
  • Assist in the onboarding of new Programs staff, including preparing background readings.
  • Ensure internal IDLO processes are followed including preparation and follow-up of Travel Requests, Payment Request, Purchase Requisitions.
  • Draft meeting minutes, including calls with external donors/partners.
  • Organize and maintain master files of program-related data and materials, program record files, technical publications, contracts, etc., to be made available to management when requested.
  • Support the implementation of consistent templates and tools across the various programs.
  • Assist with translations related to the program (if applicable).

2. Support the coordination of work and information flow between offices (HQ/Field) and support functions (e.g., HR, Office of the General Counsel, Finance, Procurement) focusing on the following:

  • Support in processing contracts and amendments for Contractors/Consultants. Maintain up-to-date files and alert the Supervisor of action needed to be taken.
  • Coordinate with Human Resources to ensure that administrative aspects of new hires are processed.
  • Provide support to program development including coordinating amongst program teams and support functions.
  • Coordinate the transmission of draft and narrative reports between offices/units.
  • Initiate the process of obtaining signatures and approvals of documents, including drafting, and circulating routing slips.
  • Assist in the organization of institutional and program events/courses/external visits/presentations and coordinate with other IDLO interested departments about these.  

3. Carry out desk research on specific topics to provide input to support the development of new proposals, concept notes, briefing notes, summary status reports, and donor narrative reports, including:

  • Proposals, concept notes, briefing notes, summary status reports, and donor narrative reports.
  • Provide input into IDLO publications, communications materials, web content, etc.

IDEAL CANDIDATE PROFILE

Education and Experience

  • A University degree in Development, Law, Business, or a similar field is required.
  • 1-3 years of relevant professional experience, providing program support preferably within international organizations/settings.

Languages 

  • Excellent written and communication skills in English

Knowledge, Skills, and Abilities

  • Excellent written and verbal communication skills.
  • Excellent interpersonal skills and the ability to work constructively with several internal service departments.
  • Familiarity with standard program and data management tools.
  • Works well with others and actively participates, works effectively across and within IDLO organizational boundaries.
  • Ability to work under pressure with tight deadlines, flexibility, and an entrepreneurial spirit.
  • Proven ability to see through tasks set and deliver results.
  •  Ability and willingness to travel to field locations, if necessary.
  • Sound knowledge of Microsoft Word, Excel, PowerPoint, and other ICT and internet software.
  • Keen sense of ethics, integrity, credibility, and commitment to IDLO’s mandate. 

TERMS AND CONDITIONS

For this locally recruited position, IDLO shall offer the selected candidate an Affiliate contract of 12 months, with the possibility of extension subject to performance and availability of funding. 

In addition, IDLO shall offer the candidate an annual basic salary of Kshs.1,920,000 a leave and benefits package, including medical, in accordance with IDLO Employee Regulations and Rules.

This local position is open to candidates who are nationals of the duty station, or with permanent resident status or other legal authorization permitting to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees.  

Applications will be screened on regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only the short-listed candidates will be contacted during the selection process.

DISCLAIMER 

The above statements are intended to describe the general nature and level of the work being performed by the Contractor assigned to this work. This may not be an exhaustive list of all duties and responsibilities. 

The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organizational needs as necessary.

 

 

 

 

 

 

 

This vacancy is now closed.
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