Program Assistant – Samburu

Established in 1915 with Helen Keller as a founding trustee, Helen Keller International works to save the sight and lives of the most vulnerable and disadvantaged. Headquartered in New York City, Helen Keller Intl currently offers programs in 21 countries in Africa and Asia, as well as in the United States. The organization combats the causes and consequences of blindness and malnutrition by establishing programs based on evidence and research. In Kenya, Helen Keller Intl in collaboration with UNICEF, County Government of Kilifi and Samburu is implementing Enhance Project which targets to improve nutrition outcomes for vulnerable populations in Kilifi, and Samburu counties through comprehensive interventions. It focuses on enhancing access to high-quality nutrition services for children aged 6-59 months and pregnant women/adolescent girls.

Additionally, the initiative seeks to strengthen the capacity of national and county governments in Kilifi and Samburu to implement evidence-based social behaviour change strategies, promoting positive dietary practices. Furthermore, it aims to establish robust institutional and governance frameworks at national and county levels in Kilifi, and Samburu, fostering sustainable multi-sectoral nutrition programs in collaboration with key partners. This holistic approach aims to achieve lasting improvements in nutritional health across the project’s target areas.

Position Program Assistant

Where, Samburu County (No relocation allowance will be provided )

Level of responsibility: Reports to Program Manager with dotted line to Finance Manager

Objective of the Program Officer Position:

• Facilitate contract processing for consultants, vendors, and partners, including preparing documents, completing forms, uploading TORs, and managing logistical arrangements.
• Manage financial tasks such as processing invoices, reconciling petty cash, reviewing staff retirements, MPESA payments, and maintaining accurate financial filing and records.
• Provide administrative support by maintaining office calendars, organizing meetings, preparing records, and managing travel arrangements for staff in line with organizational policies.
• Support capacity development activities, coordinate logistics for meetings and conferences, assist with fleet management, and supervise support staff.

Specific Objectives

1. Provide technical and programmatic support for quality UNICEF project implementation.

• Facilitating the processing of contracts for consultants, vendors and external partners that support the office in programme delivery.
• This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in Helen Keller Intl ERP, and making necessary logistical arrangements.
• Keeps vendor lists, partners, and consultant rosters up-to-date.
• Collecting invoices and filing documents for approval and thereafter processing in VISION and Service Gateway.
• Review activity requests and prepare payment request form
• Ensure office financial filing is accurate, retrieval of documents is easy and filing is always kept up- to-date, with no unfiled documentation at the end of each working day;
• Reconcile petty cash at the end of each month and ensure it is used appropriately;
• Review all staff retirements and ensure accurately processed and filed;
• Manage MPESA payments and prepare reconciliation;
• Preparing and maintaining records, documents and control plans for the monitoring of project/programme implementation and financial expenditures.
• Supporting the management of administrative supplies and office equipment.
• Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.
• Providing travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies.
• Liaising with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Maintaining and updating a system which monitors the absence of staff.
• Preparing and maintaining records pertaining to programme planning and development for his/her respective section.
• Carrying out transactions in Helen Keller Intl ERP ensuring programme results, activities and programme coding are as per annual work plans (AWPs) and makes amendments and alterations as per section revisions when necessaryAssist sub-county and county nutrition officers in conducting community follow-ups for community health units.
• Supporting capacity development activities, meetings and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants
• Support Finance department with preparation for audits;
• Support Finance department with the monitoring of donor and field office budgets on a monthly basis and preparation of donor financial reports.
• Manage vehicle log books – control and filing, by ensuring thorough completion by drivers for each journey;
• Manage system to monitor and control fuel usage for vehicles and generators;
• Assist in the management of Helen Keller INTL fleet, Prepare and check all documentation related for fleet management (fuel slips, logbook,), and assist in vehicle movement and scheduling drivers
• Coordination and supervision of support staff (cleaner, driver etc.)

Qualifications

• Bachelor’s degree in relevant field
• Excellent written and spoken English and Swahili.
• Experience in health and nutrition community resilience programming.
• Significant NGO experience with community groups and state institutions.
• Progressively responsible administrative or clerical work experience is required
• Ability to analyze data and produce quality reports
• Able to priorities clearly, oversee multiple tasks, and set clear objectives to be achieved
• Commitment to accountability principals and knowledgeable of quality assurance.
• Knowledge of computer applications such as Word, Excel, PowerPoint, and MS Outlook.
• Ability to work independently with minimal supervision
• Capacity to work under pressure and manage personal stress levels.
• Creative, open-minded, flexible, and self-learner.
• Team Player with good interpersonal skills
• Demonstrates Self Awareness and Ethical Awareness
• Works Collaboratively with others
• Builds and Maintains Partnerships

Competencies

• Ability to analyze data and produce quality reports
• Able to priorities clearly, oversee multiple tasks, and set clear objectives to be achieved
• Commitment to accountability principals and knowledgeable of quality assurance.
• Knowledge of computer applications such as Word, Excel, PowerPoint, and MS Outlook.
• Ability to work independently with minimal supervision
• Capacity to work under pressure and manage personal stress levels.
• Creative, open-minded, flexible, and self-learner.
• Team Player with good interpersonal skills
• Demonstrates Self Awareness and Ethical Awareness
• Works Collaboratively with others
• Builds and Maintains Partnerships