Program Operations Coordination Officer 59 views

Job Purpose:

Under the general supervision of the Program Finance Manager, the Program Operations Officer is responsible for assisting the coordination of the Integrated Youth Activity-Kefeta in the day to day program operations, implementation and monitoring and evaluation activities. This includes: supporting management of agreements and TORs, record management and filling, and general administration and logistics support. S/he also assists the program to systematically document their program and finance activities and use this information for better management and implementation of the program activities. Additionally, the position holder will support organizing events, workshops and trainings, follow up materials and equipment procurement and delivery support for Service Delivery Outputs and distribute and properly document.

Responsibilities:

• Organize events, workshops, trainings and meetings including coordinating virtual meetings ensuring timely logistic arrangements and accurately transcribe events notes;
• Ensure that materials and equipment support for Service Delivery Outputs are requested, procured, distributed and properly documented;
• Perform duties as office coordination, scheduling meetings, booking venues, preparing and maintaining office records, reports, and correspondences and filing documents in soft and hard copies by ensuring easy access and retrieval;

• Manage travel arrangements of the Senior Management team and technical team facilitating timely booking air tickets and vehicles arrangements.
• Handles communications with partners and other stakeholders including making telephone calls and ensuring the receipts of messages and handle proper recording of in and out communications;
• Receives and handles visitors/guests, provides appropriate information to enquiries and arranges appointments;
• Ensures that all fixed asset of the projects is updated and kept as per Amref’s policies and procedu

• res working closely with the administration and logistic units;
• Keep inventory of office supplies and determines needs and orders office supplies, equipment, repair and maintenance services;
• Provides or arranges support to enable international consultants to accomplish their work (includes setting schedules, organizing meetings, & site visits, providing relevant background documents well in advance of travel, organizing briefings, providing introductions to staff and other key people, making logistics arrangements through the logistics team)
• Assists the COP, directors and program finance manager and the technical team to monitor the status of program technical deliverables and maintains the momentum of reporting activities; this entails communicating to program and technical staff; sending reminders and compiling reports as needed
• Coordinates and facilitates logistics for meetings and trainings. Support program and technical team with the process of hotel bookings, and participants’ invitation letters. Submits budget and cash advance requests to finance

• Performs other tasks and responsibilities as directed by the supervisor.

Academic Qualification and Experience:

• Degree in a business management, accounting, development studies, administration, management and relevant related fields
• A masters in any of the above fields will have an added value
• Minimum of four years of relevant experience with a degree and a minimum of 2 years’ experience with a masters’ degree.
• Excellent track record on similar role from a previous organization
• Excellent verbal and written English skills with very good computer and internet utilization caliber
• Good report writing and note taking proficiency.

Skills, Attitude and Attributes:

• Organized and able to multi-task with good communication, and computer skills.
• Strong verbal and written communication skills, ability to communicate effectively with taking good notes and follow-up.
• Knowledge of scheduling and coordinating.
• Ability to follow, applies, interpret, and explain instructions and/or guidelines.
• Ability to meet schedules and deadlines of the work area.
• Good interpersonal Skill and a team player willing to assist others