Job Summary:
Provides administrative assistance and support for STRIDES. Collects, compiles, and analyzes information relevant to projects (e.g., update manuals, process more complicated paperwork). Provides administrative and project support, in addition to communication efforts related to project management and execution. May monitor financial aspects within the project such as subcontract invoicing and payments. Assists in the creation/review of work plans. Coordinates with technical team. Prepares presentations and supports other related project objectives and deliverables.
Accountabilities:
Programmatic Administration:
- Collaborates with the STRIDES Quality Assurance team and other functions of the STRIDES projectto assist in ensuring project needs and requirements are met.
- Provides support to project management with conference room setup, travel requests, and sub-task assignments.
- Facilitates communication by answering partner inquires and ensures project internal and external websites are current.
- Coordinates assigned project activities and may conduct research to achieve project goals.
- Provides administrative support to projects as needed by writing, reviewing, and translating
reports on a quarterly basis.
- Reviews and contributes to work plans.
Finance Support:
- Assists the project team with the coordination of budgets.
Procurement and Requisition Support:
- Enters and maintains procurement requisitions in CostPoint and tracks them through completion.
- Maintains procurement request logs and follows up on missing information, documentation, or approvals.
- Supports MSA commodity requests by compiling specifications, quantities, delivery information, and supporting documentation.
- Organizes procurement files using established naming conventions and required folder structures.
- Monitors routine procurement milestones and escalates delays or incomplete packages to the Program Officer responsible.
- Supports verification of receipt, delivery documentation, and procurement closeout records.
Subcontract and Consultant Administration:
- Maintains subcontractor and consultant files, trackers, deliverable schedules, and authorization records.
- Supports subcontractor and consultant onboarding and offboarding logistics, including document collection and access coordination.
- Tracks routine subcontract deliverables, invoices, periods of performance, and upcoming modification or renewal dates.
- Follows up with responsible staff to obtain missing deliverables, approvals, or invoice support documentation.
- Supports preparation and filing of subcontract, consultant, and authorization packages under officer supervision.
Compliance and Reporting Support:
- Maintains FFATA records and prepares required information for review and submission.
- Conducts routine completeness checks using established checklists and escalates discrepancies before officer review.
- Maintains records of required approvals, concurrence, certifications, and compliance documentation.
- Supports safeguarding tracking, training follow-up, and documentation as backup to the functional lead.
- Compiles and follows up on internal and externalroutine inputs for annual, semiannual, and other project reports.
- Maintains audit-ready files and supports retrieval of documentation for internal reviews or audits.
Country Portfolio Coordination:
- Provides administrative and operational support for assigned lower-complexity country portfolios under the direction of a Program Officer.
- Maintains country action trackers, calendars, deadlines, and follow-up lists.
- Documents meeting decisions and action items and follows up with responsible parties.
- Supports preparation of routine country updates, briefing materials, and implementation-status summaries.
- Escalates overdue actions, missing information, or process bottlenecks to the responsible officer.
Knowledge Management and Team Administration:
- Maintains designated SharePoint folders, trackers, templates, trackers, standard operating procedures, job aids, and reference materials, updating them as procedures change.
- Supports document version control, archiving, and periodic file-quality checks.
- Maintains STRIDES distribution lists, team contact lists, and newsletter content inputs.
- Coordinates routine onboarding and offboarding logistics, including access requests, orientation materials, and checklist tracking.
- Supports scheduling, agendas, meeting materials, notes, and action-item tracking for Operations/Quality Assurance meetings.
Process and Quality Support:
- Identifies recurring administrative or documentation gaps and recommends practical process improvements.
- Tracks service requests and routine turnaround times to support workload planning and team reporting.
Performs other duties as assigned; responsibilities and scope may shift based on evolving project needs.
Applied Knowledge & Skills:
- Basic knowledge of concepts, practices, and procedures with project design.
- Strong oral and written communication skills.
- Demonstrated proficiency with Microsoft Office suite software.
- Ability to solve problems and recommend corrective action as needed.
- Strong organizational skills and attention to detail needed to adhere to project deadlines.
- Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
- Must be able to read, write, and speak fluent English, fluent in host country language as
appropriate. Spanish and French is a plus.
Problem Solving & Impact:
- Works on problems of limited to moderate scope that require a review of various factors.
- Exercises judgment within defined procedures and practices to determine appropriate action.
- Builds rapport with internal and external contacts.
- Decisions may cause delays and affect a work unit or area within a department.
Supervision Given/Received:
- Receives general instructions on routine work, detailed instructions on new projects or assignments.
- Uses independent judgment in determining workflow and priorities.
- Typically reports to a Manager, Associate Director, or Director.
Education: **
- Bachelor's Degree or its International Equivalent - Civil Society, Communication and Social Marketing, Economic Development, Education, the Environment, Gender, Health, Nutrition, Research, Technology and Youth or a Related Field.
Experience: **
- Typically requires a minimum of 2+ years of relevant experience supporting projects and/or a technical practice area.
- Prior work experience in a non-governmental organization (NGO), government agency, or private organization.
- Prior experience using Microsoft Office Suite preferred.
Typical Physical Demands:
- Typical office environment.
- Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
- Ability to sit and stand for extended periods of time.
- Ability to lift/move up to 5 lbs
Technology to be Used:
- Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
The expected hiring salary range for this role is KES 2,500,000 - 3,500,000 for annual basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
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