Program Assistant

Program Assistant


Nairobi, Kenya

Job Code:


# of openings:


Job Title Program Assistant
Reports to: SPO PMTCT or designate
Job Purpose:


To implement administrative procedures that will result in timely execution of program activities, ensuring in the process, strict compliance with applicable policies and procedures. Will provide support for program trainings & workshops, logistics, as well as accounting and administrative support




1.      Trainings & Workshops

·Provide on a weekly/monthly/quarterly basis, in liaison with the HIV Integration Program Officers, the Laboratory Program Officer, the TBHIV Integration Program Officer, the Strategic Information Officer,  the Community Liaison Officers and Deputy Project Director, a master calendar of all planned trainings and workshops in the prescribed template

· Working with all the cross cutting officers mentioned above, identify and quantify resource needs for trainings & workshops and thereafter liaise with relevant departments for procurement and delivery as well as accountability of the resources post training

·Provide logistics, administrative and accounting support during workshops including liaising with hotel venues, facilitating participants sign in, reconciling hotel and EGPAF participants lists and payment of participant monies

· Collation and filing of training reports for all workshops held including trip reports for any given month. Should maintain an electronic database of the same


2.      Site Support Logistics

·Track and document requests, procurement and delivery of site support supplies such as consumables, reagents, equipment and other supplies, ensuring that the project tracking register for site support is complete, accurate and up to date at all times


3.      Administration

· Implement and monitor a clear office access policy for Kisii Office

·Supervise office reception duties – receiving of calls and visitors, office cleanliness

·Develop tools for office supplies (kitchen, stationary, etc) monitoring and tracking

·Oversee service contracts for office repairs and maintenance, utilities contracts as well as office lease, ensuring they are competitive and up to date

· Maintain log for staff travel locations, including vehicle movement logs in liason with procurement & logistics officer


4.      Accounting Support

· Assist finance officer in follow up on  long outstanding program advances

·Assist  finance officer in maintaining a systematic and update finance filing system

·Assist finance officer in preparing and submitting hard copy reports to Kisumu Office by the 25 th day of every month

·Collect, verify and submit all sub-office timesheets to Kisumu/Nairobi Office


5.      Other Duties

·Support audits and compliance reviews conducted at the sub office level

·Take minutes during staff meetings, and ensure a “meetings file” is maintained and updated regularly

·Supervise and capacity build office assistant

· Other work related duties as may be assigned by the supervisor




1.      A wide understanding and experience working with USG funded projects; minimum three years experience in a similar position

2.      Minimum Higher Diploma in related Business Field or Social Sciences Undergraduate degree will be an added advantage

3.      Excellent communication skills

4.      Well developed interpersonal skills

5.      Strong work ethic and ability and willingness to work long hours under minimal supervision

6.      Able to work in team settings and willingness to learn

7.      IT Savvy, including accounting software will be an added advantage

8.      Willingness to travel to remote places


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Human Capital Resources and Solutions.

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