JOB PURPOSETo work collaboratively with the project team on specific short- and long-term assignments. S/he will oversee tasks delegated by the Project Manager, Project Officers, coordinate with the project team and stakeholders and ensure that the work assigned is moving forward on time and on budget. S/he is highly organized, adaptable, and able to prioritize tasks while working independently. S/he is responsible for the day-to-day general administration of the Project Field Office, assisting the Project Manager and providing general administrative support to the project teamDUTIES AND RESPONSIBILITIESCoordination and AdministrationOrganize and monitor meeting schedules for the Project TeamPlan and organize team activities on a need's basisTrack and see that reporting deadlines, responses to emails, etc are metRaise PRs and follow through to LPOs and paymentSet up and manage (virtual) meetings and sessions including provision of meeting links, sending out reminders, etcProvide regular updates verbally and in written form to ManagementProvide day-to-day administrative support, including Human resources, Procurement and Finance as may be requiredAssist in the follow up for facilities, services, maintenance.Keep abreast with all organizational changes and business developments.Manage the induction of project staffManage the project assets inventoryClient and User Engagement and SupportFollow up on conclusion of client and vendor agreements, including signing of the agreements and follow up of payments (to and from Amref)Respond to client and user queries according to the set Service Level Agreements (SLAs), clarifying desired informationResolves problems by clarifying issues; researching and Exploring answers and alternative solutions; implementing solutions; escalating unresolved problemsMaintains call center database by entering informationFollow up non-performing learners on the digital learning platforms to seek ways to support them and increase completion ratesAdminister client feedback tools and summarize the findings to inform continuous improvement effortsReportingAssist in ensuring issues reported are logged and responded to within acceptable durationsGenerate and package client/user reports from the learning platform according to user/client needsMaintain a continuous improvement opportunities log based on feedback from the various reports and flag them for action on a regular basisTraining Assist in training clients, stakeholders and members of staff in the use of the digital learning toolsMarketing and CommunicationsDraft marketing materials for creating awareness about the projectTrack information of the ICD website and flag areas that need updatingFollow up with Project teams to identify information and stories that can be uploaded to the website and to social media platforms Office Support Perform work related errands as requested such as going to the bankInformation ManagementAssist in filing and storage of documents both electronic and hard copiesCreate and maintain an assets inventory for the Project teamREQUIRED QUALIFICATIONSEducation and Professional QualificationsBachelor's degree in communications, business administration, social sciences or related fieldKnowledge of modern office proceduresAbility to format reports and manipulate data using spreadsheetsRequired ExperienceAt least 3 years' relevant experienceOffice management in a busy office environmentKnowledge, Skills and CompetenciesExcellent written and verbal communication.Fluency in speaking, reading and writing in English. Knowledge of French would be an added advantageProficient in MS Office.Ability to prioritize and multi-task.Ability to exercise confidentiality, tact and discretion when dealing with diverse groups of people.Excellent organizational and multitasking abilities.A team player with leadership skillsProfessional and analytical approach to office administration.Creative problem solving within the framework of set corporate policies and proceduresAbility to make timely and well-considered decisions based on corporate policies
