Danish Refugee Council Job Vacancy : Program Assistant

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The Danish Refugee Council (DRC) has been providing relief and development services in the Horn of Africa since 1997. Using a protection of human rights framework, DRC has mainly focused on Somalis who are displaced by conflict. Programmes include protection, livelihoods, food and NFI distribution, water and sanitation, and advocacy amongst others.

There are 4 main programme offices in Somali region, one in Yemen, one in Kenya and one regional office in Nairobi. There are also non operational region wide initiatives, focusing on advocacy and capacity building, which are supported from the Nairobi regional office. Currently there is over 150 DRC staff in the region. The last 2 years have seen some growth in programme size, but primarily there has been a growth in the number of support and management functions demanded and required by the programme offices, in order to maintain quality and accountability.

Under the supervision of the Project Coordinator, the Project Assistant will be responsible for providing project and operational support to Community Flood Resilience Programme (CFRP) in Kakuma. The incumbent will be responsible for documentation, filing, recording minutes, organizing meetings/workshops and liaising with the country finance and logistics team to ensure timely support to field teams.

The Project Assistant will also help with the coordination of high level visits to the project, tracking partner reports by following up various actions, and disseminating information to CFRP staff. The incumbent will work closely with the DRC staff in the Kakuma office to exchange information and support project delivery.

Responsibilities for the Program Assistant Job

Team/Consortium Support

  • Ensure timely and accurate execution of the day-to-day CFRP project requirements by ensuring project master work plans are followed, handling information requests and inquiries, advising visitors, scheduling meetings, and complete project documentation, among other related tasks
  • Support the Project Coordinator 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 about CFRP
  • Communicate with implementing partners as advised by the Project Coordinator
  • Organize and coordinate visits by partners, county government authorities, country teams 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 the Project Coordinator
  • Maintain records and track the status of the CFRP staff action items
  • In liaison with the DRC Finance Department and Area Manager, review financial reports of CFRP team/consortium members and BFUs and communicate management decisions on the same to CFRP partners
  • Ensure compliance of 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 project coordinator. With support from the M&E and CFRP technical teams, play a focal role in new project inception processes 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 Regional Communications officer in Nairobi
  • Ensure that all key program documentation is filed and easily accessible and retrievable
  • Create and maintain project files, database, and preparation of budget revisions, revision of projects, and project status, determination of unutilized funds, operational and financial closure of a project
  • With support from DRC Administrative Unit, make logistical arrangements for program staff and guests, flight bookings and accommodation

Program Assistant Job Qualifications

  • A University Degree in Agriculture, Business, 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

DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html). All DRC staff must be committed to the Red Cross Code of Conduct, as well as the Core Humanitarian Standards.

This position is field based and a non-family duty station. Kakuma lies at security phase 3.

How to Apply

Qualified candidates are invited to submit their applications which should include a 1-page cover letter clearly stating their motivation and qualifications and a CV. Applications should include contact details of three professional referees who have supervised the candidate in the last five years.

One referee must be the applicant’s most recent manager. Only applications that address the stipulated duties and meet the required qualifications will be considered.

We only accept applications sent via our online-application form on www.drc.ngo under Vacancies. Applications should be sent no later than: 26th January, 2017.

If you have questions or are facing problems with the online application process, please contact [email protected]

Danish Refugee Council does not charge any kind of fee at any stage of the recruitment process nor does it use recruitment agents.

 

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