Marie Stopes Programmes Assistant Jobs in Kenya
Key Responsibilities Measure
Program/Project Portfolio Responsibilities
Support for Business Development
Project coordination
Successful project implementation
New grant applications
Single source of truth in relation to all project information established and maintained
Program/Project Responsibilities
Track project implementation plans for assigned projects or as delegated
Plan and coordinate monthly/quarterly internal project review meetings for sharing project’s performance and plans and to enhance indepartmental collaboration and sharing insights on performance improvement.
Handle project correspondence including drafting the necessary communications for the department and maintaining a filing system of hard copies and soft copies MSK Programmes on sharepoint
Maintain the shared database with all grants/projects summary and calendar Updating the reporting template with all current and new timelines for donor reports across all the channels.
Take minutes in monthly project review meetings, MAT meetings and follow up on the implementation of set action points
Represent MSK in external meetings at county or national level when assigned.
Support for New Business Development
Support concept note, proposal and budget preparation and revision in line with MSK/I guidelines and donor requirements.
Scout for grant opportunities by reviewing donor websites and keeping on top of opportunities for funding like announcements for RFPs, RFAs and other grant applications.
Support in literature review or gathering insights as requested during concept note/proposal development
Funding opportunities identified and concepts notes submitted.
High quality and well budgeted proposals submitted to donors
Project coordination
Support in project implementation for assigned projects to ensure the project is delivered on schedule and budget and while escalating all issues for resolution to immediate supervisor.
Support in tracking project expenditure against the approved budget, support in BVAs analysing of transaction listings of all grants and ensure expenditures match the specific grants and budgets.
Reviewing timelines and deliverables on a monthly basis and ensure timely action/communication regarding risks and opportunities
Following up teams for reports completion and conducting quality reviews of the project/grant reports within the reporting timelines to ensure timely and high-quality reports are completed and shared for review.
Support the Communications & Advocacy manager in the documentation and analysis of evidence, lessons and insights such as project success stories and case studies for the assigned projects to enrich the reports and project implementation. This includes a repository for program related pictorials in consultation with the marketing team
Consolidate all the training reports from the relevant trainers and capture the action arrears for tracking and implementation on the action plan tracker that is relevant for trainings
Print certification for all participants and trainers for completed trainings and working closely with training lead in providing training logistical support in relation to workshops, trainings.
Working closely with the training lead, ensuring Training Inventory for all equipment is maintained including training models, and all consumables.
Ensure MDT Tracker and Planner activities after IQTA/EQTA have been uploaded and follow-up with channels leads on updating implementation status.
Work closely with the procurement and logistics team to plan workshops, events, and other program departmental activities.
Conduct joint field visits to ensure all projects are implemented according to the project’s quality management plan.
Supervise the Programmes Intern.
Any other duties and responsibilities assigned.
Qualifications
Bachelor’s degree in social sciences, project management or business administration from a recognized institution
Skills:
Ability to prioritize work, pay attention to details and ability to meet deadlines with minimal supervision
Amiable and willing to learn
Excellent interpersonal and communication skills Good knowledge of MS Office software specifically Excel, Word, Powerpoint
Minimum 3 years of progressive experience in project support with focus on project coordination, reporting and the NGO sector organizations is required.
Proven work experience as a Program Assistant or similar role in the NGO sector Attitude / Motivation
Initiative
Thinking ahead and taking action to make the most of opportunities by finding the optimum solution
Innovative
Thinking creatively and outside of the box so that ideas generated create a positive outcome
Effective Communication
Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.
Responsive
Being responsive to changing priorities and demands
Working Efficiently
Planning, prioritizing and organizing work to ensure work is accurate and deadlines are met
Sharing Information
Sharing information and knowledge whilst maintaining confidentiality
Focus on Learning
Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further
Commitment
Awareness and understanding of goals, vision, and values and how your role impacts on this and going the extra mile to meet role requirements
Driven
Drive and determination to deliver results
Accountable
Taking responsibility for appropriate decisions that you make, and the actions and behavior you demonstrate
Embracing Change
Openness to embracing change within the organization and being able to adjust plans/activities accordingly
Motivated
Motivation towards achieving quality results to maximize potential
Team Player
Working as part of a team by being supportive, flexible and showing respect for each other
Behaviours and Values:
Successful performance at MSK is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others.
Work as One MSI
You contribute, use, and share accurate data and evidence to improve understanding, insight and decision-making across MSI, enabling us to maximize our ability to influence others.
You share relevant knowledge, expertise and resources to strengthen teamwork and prevent duplication of effort.
You actively work as part of a team, providing support and flexibility to colleagues, demonstrating fairness, understanding and respect for all people and cultures.
Show courage, authenticity and integrity
You hold yourself accountable for the decisions you make and the behavior you demonstrate.
You are courageous in challenging others and taking appropriate managed risks.
Develop and grow
You seek feedback to enable greater self-awareness and provide the same to others in a way which inspires them to be even more effective.
You manage your career development including keeping your knowledge and skills up to date.
Deliver excellence, always
You strive to consistently meet and exceed expectations, putting clients at the centre of everything, and implement smarter, more efficient ways of performing your role.
You build and maintain effective long-term working relationships with all stakeholders, and are a true MSI ambassador.
Leadership
You inspire individuals and teams, through situational leadership, providing clear direction.
You seek and provide opportunities which motivate team members, helping to develop skills and potential whilst strengthening our talent and succession pipeline.
You are aware of emerging developments in our sector, demonstrating strategic insight about our clients and business and encourage this in your team.
You articulate a vision of the future which inspires and excites others.
How to Apply
Suitable and qualified candidates should email one document combining an application letter and CV to [email protected]. The subject of the email should read Programmes Assistant
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