Program Assistant

Description

Heifer Project International- PROGRAM ASSISTANT

Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

FUNCTION

The Program Assistant will provide comprehensive administrative and program support to the Country Director, ensuring daily operations are conducted professionally, efficiently, and effectively. Reporting directly to the Country Director, the position holder will ensure the smooth functioning of the Country Director’s Office, in alignment with Heifer International's objectives, policies, and procedures.

ESSENTIAL CHARACTER TRAITS:

Highly motivated, superb listener and communicator, relationship builder, energetic and positive, team builder, strives for shared vision, impact-driven and innovative, organized, having strong business acumen, pro-active, respect for procedures and norms, curious, analytical, socially sensitive, values-oriented, conviction towards holistic sustainable development.

Assist Country Director in smooth functioning of the Executive (45%)

• Maintain an accurate and current calendar of the country director including scheduling of internal and external meetings.
• Communicate and make appointments for Country Director as requested. This includes assisting the Country Director in preparing official correspondence and review of the priority communications with internal and external stakeholders.
• Act as a report/minute taker of meetings, seminars, workshops, and conferences.
• Ensure Information and inquiry documents between the Country Director and Programs & operations staff are appropriately filed and transferred to relevant people.
• Ensure Correspondence, reports, presentations and other information for both internal and external usage for the Country Director are screened and prioritized for follow up in a timely manner.
• Respond to written, oral and electronic inquiries. Screen and prioritize correspondence, report, presentations and other information for both internal and external usage for the Country Director.
• Ensure timely and smooth logistical support for Country Director.
• Prepare and maintain timesheets and travel approval forms for the Country Director.
• Coordinate the timely completion and submission of the CD Monthly and Quarterly reports.
• Make Internet research and surveys on behalf of the CD as well as follow up.

  Administration & Logistical Support (45%)

  • Collaborate with management and administrative staff of the Country Office Programs.
  • Coordinate and/or facilitate arrangements for international travel, meetings, conferences and training workshops, including transportation.
  • Provide adequate and timely logistic support for office operations and other activities of HPI’s Country Office.
  • Assist the Country Director in keeping records of the liaison work with Stakeholders to ensure effective coordination of all country program activities.
  • Troubleshoot and resolve urgent administrative matters concerning HPI Country Office’s programs (in consultation with the Country Director.

    Other job-related duties as assigned/ requested (10%)

    • Coordination and Support to HPI’s Country Programs activities as and when required.
    • Other tasks and assignments as requested.

      Minimum Requirements:

      Bachelor’s Degree in Business Administration, Human Resources Management, Training, Office Administration, Procurement and Supply Chain Management or related field, plus Five (5) years’ demonstrated experience managing an office or providing administrative support, preferably in a non-profit/non-governmental organization.

      Most Critical Proficiencies:

      • Excellent organization skills including strong attention to details.
      • A strong background in Development Sector/Nonprofit Work.
      • Excellent knowledge of computer-based word processing and spreadsheet applications (Microsoft Office Suite preferred).
      • Excellent oral and written skills in English and Local language, oral and written.
      • Must have self-drive and be acutely time sensitive.

        Essential Job Functions and Physical Demands:

        • Work responsibly with minimal supervision, demonstrating highest level of Accountability, Honesty, and Integrity.
        • Assist with office goods, supplies, and procurement processes.
        • Flexible with travel and scheduling to meet program needs.
        • Foster teamwork and Engagement with internal and external stakeholders.
        • Maintain constant Effective Communication with colleagues, beneficiaries, and partners.
        • Prioritize tasks, meet deadlines, and make sound decisions.
        • Respect cultural diversity and support Gender Equality in all activities,and other taskes as assigned by supervisor .

          Travel requirements

          • The position holder should be able to allocate 10% of his/her time for travel to project areas aimed at supporting the regional, district and community level activities.