Duties and Responsibilities
1. Program Management Support
- Provide program and administrative support to the program team in the preparation of various program documents, such as work plans, budgets, and proposals on program implementation arrangements.
- Follow up the daily, weekly, monthly, quarterly, mid-year, and annual plan and report of each project and department from the project managers and other managers under the supervision of the Program.
- Ensure that each cluster’s focal point, is doing visibility activities, submitting the monthly report to the cluster report hub (using "four W's": who, what, when, and where), updating the coordination body quarterly, and providing success story, contributing to need assessment, and submitting the clusters meeting minutes.
- Track all activities of the projects using Microsoft Project to assure the activities of the project are on schedule (what’s done/pending).
- Assist the Program team on new projects staffing, mobilization, and preparing the documents/letters.
- Identify sources, gather and compile data and information for the preparation of documents.
- Support the ongoing projects on tackling any challenge, and coordinating with the team for the solution.
- Assist the program team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking.
- Help the project team in providing guidance on the routine implementation of the project, and tracking the activities.
2. Financial Management Support
- Use a proper tool to prepare required budget revisions, revision of project award and project status, determination of unutilized funds, and operational and financial closure of the project.
- Create requisitions in related software for receipt of goods and services, including making budget check for requisitions, POs, and vouchers.
- Support the program team in the financial issues of the project.
3. Administrative Support to the Program Unit
- Provide administrative support to the program team in the organization of events, meetings, workshops, etc.
- Coordinate the routine meetings once a week with project managers and other meetings (agenda, informing, note detailed minutes, circulation, follow up the decisions).
- Update and maintain hard/soft files for easy access and retrieval of all the projects and relevant departments. Ensure safekeeping of confidential materials and maintain any document/letter from the ministry of the economy or somewhere else.
- Prepare presentation material/slides in PowerPoint for presentations for the meetings/workshops and keep all papers ready for meetings.
- Ensure that all the departments have the updated policy, and the related team knows the policy and implements it.
- Make travel arrangements for the Program, including preparation of travel requisitions and claims.
4. Support Project Quality Assurance:
- Make sure each project has Quality Assurance/MEAL plan and follow up on the implementation of the plan.
- Go to the field with MEAL staff for Quality Assurance (monitoring & evaluation) on behalf of the Program.
5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the
following results:
- With HR, following up on planning on capacity building need assessment and implementation.
- Support the capacity-building plan for the operations/projects staff and follow up on the implementation.