The Position

IDLO Kenya is currently recruiting for two Programme Associate positions. Reporting to the Field Programme Manager, the Programme Associate works in close collaboration between IDLO’s Offices (Headquarters and Field Locations) and internal support functions to provide administrative and process assistance to program teams in order to support programme delivery.

Summary of Functions:

• Provide administrative support to the Programme team and ensure process integrity.
• Support the coordination of work and information flow between offices (HQ/Field) and support functions (e.g., HR, Office of the General Counsel, Finance, Procurement).
• Carry out desk research on specific topics in order to provide input to support the development of new proposals, concept notes, briefing notes, summary status reports, and donor narrative reports.

Key results expected.

Provide administrative support to the program team and ensure process integrity, including:

• Support mission preparation, including preparation of Travel Request, visa, etc.
• Assist in the on-boarding of new programmes staff, including preparing background readings.
• Ensure internal IDLO processes are followed, including preparation and follow-up of Travel Requests, Payment Requests, and Purchase Requisitions.
• Draft meeting minutes, including calls with external donors/partners.
• Organize and maintain master files of program-related data and materials, programme record files, technical publications, contracts, etc., to be made available to management when requested.
• Support the implementation of consistent templates and tools across the various programmes.
• Assist with translations related to the program (if applicable).

Support the coordination of work and information flow between offices (HQ/Field) and support functions (e.g., HR, Office of the General Counsel, Finance, Procurement) focusing on the following:

• Support in processing contracts and amendments for Contractors/Consultants. Maintain up-to-date files and alert the Supervisor of action needed to be taken.
• Coordinate with Human Resources to ensure that administrative aspects of new hires are processed.
• Provide support to program development, including coordinating among programme teams and support functions.
• Coordinate the transmission of draft and narrative reports between offices/units.
  Initiate the process of obtaining signatures and approvals of documents, including drafting and circulating routing slips.
• Assist in the organization of institutional and program events/courses/external visits/presentations and coordinate with other IDLO departments about these.

Carry out desk research on specific topics to provide input to support the development of new proposals, concept notes, briefing notes, summary status reports, and donor narrative reports, including:

• Proposals, concept notes, briefing notes, summary status reports, and donor narrative reports
• Provide input into IDLO publications, communications materials, web content, etc.

Job Requirements

Education and Work Experience

• A university degree in Development, Law, Business or a similar field is required.
• 1-3 years of relevant professional experience providing programme support, preferably within international organizations/settings.

Languages

• Fluency in English and Kiswahili is required.

Specific knowledge, skills, and competencies

• Excellent written and verbal communication skills.
• Excellent interpersonal skills and the ability to work constructively with several internal service departments.
• Familiarity with the standard programme and data management tools.
• Works well with others and actively participates, works effectively across and within IDLO organizational boundaries.
• Ability to work under pressure with tight deadlines, flexibility, and an entrepreneurial spirit.
• Proven ability to see through tasks set and deliver results.
• Ability and willingness to travel to field locations, if necessary.
• Sound knowledge of Microsoft Word, Excel, PowerPoint, and other ICT and Internet software.
• Keen sense of ethics, integrity, credibility, and commitment to IDLO’s mandate.