Programme Administrative Assistant, Global Resource Mobilisation and Partnership

Career with BRAC International

BRAC is an award-winning international non-governmental development organisation, with the vision of a world free from all forms of exploitation and discrimination, where everyone has the opportunity to realise their potential. BRAC is a leader in developing and implementing cost-effective, evidence-based programmes to assist poor and disadvantaged communities in low-income countries, including in conflict-prone and post-disaster settings. It is an organisation of and for the people of the Global South, pioneering new development and social enterprise approaches to equip communities to achieve prosperity. As well as being the world’s biggest NGO by number of staff and people directly reached, BRAC has regularly been ranked the number one NGO in the world by the Geneva-based NGO Advisor, an independent organisation committed to highlighting innovation, impact and governance in the non-profit sector. BRAC retained the top spot in 2020 among the top 500 NGOs for the fifth consecutive year.

BRAC was founded in Bangladesh in 1972 by Sir Fazle Hasan Abed. It started its first programme outside of Bangladesh in Afghanistan in 2002, and has since reached millions of people in 11 countries in Asia and Africa. BRAC has a holistic approach to development that uses a wide array of programmes and social enterprises, including in microfinance, education, health, agriculture, gender and human rights. BRAC believes that every person has inherent potential, and when an enabling environment is created and that potential is unleashed, even the poorest can become agents of positive change in their own lives, for their families and their communities.

BRAC International (BI) is seeking application from competent, dynamic and self-motivated individuals to fill the following position:

Programme Administrative Assistant, Global Resource Mobilisation and Partnership

The Programme Admin Assistant will undertake administrative duties, including maintaining and provide support to the Community Resource Management CRM uptake cross all country operations and provide administrative ( incl travel management) assistance to the director and the team of Global resource mobilization and partnership (GRP) BRAC International.

The Assistant will report to Director of GRP BI. This position is ideal for a candidate who is genuinely interested in understanding how BRAC International works and is willing to gradually take on more responsibilities to gain skills towards potential career advancement within the BRAC.

Key Responsibilities:

• Conduct day to day planning and organization of the Directors’ diary; set up meetings and appointments, organise venues and hospitality for visitors etc. to ensure smooth running of Director’s office and work schedules.
• Make travel arrangement for the director and propose the best itinerary in order to enable director to operate at an optimum level.
• Assist in travel booking and travel expense reports, as requested for all team members.
• Develop and maintain filing systems, procedures and records in line with the organization’s policies and objective for easy retrieval and access of these records or information
• Manage team trackers, following up with the Team to ensure information gathering, updates, and circulation;
• Schedule team meetings, provide call support, and take meeting minutes;
• Support with scheduling of management meetings and other key meetings;
• Assist with the organization and note taking of conferences and meetings;
• Assist in organizing logistics and meetings for staff visiting the field and HQ;
• Provide administrative support to consultants in the field and process payments;
• Work with the GRP BI team and country offices to ensure entries in the CRM are kept up to date.
• Support Onboarding of new GRP BI team members
• Manage and support the time and leave tracker of GRP BI
• Collate data and information as well as follow up or liaise with relevant stakeholders in order to support the director and the director’s team in the preparation of presentation, reports, proposals, budgets and related activities.
• Liaise and work with the communications team to maintain and develop databases and mailing lists to ensure they are current and up to date at all times plus updates of country fact sheets, program updates etc.
• Participate in special projects and other tasks, as needed.

Safeguarding

• Establish a safeguarding culture across all level of the programme by implementing the safeguarding policy. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Responsible to ensure team members are appropriately trained, supported and have access to resources regarding issues that are identified and actioned in accordance with the safeguarding policy and procedure.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Educational Requirements:

At least Bachelor Degree in social/development studies, business administration or any other related field

Required Competencies

• Attention to detail, organizational skills and a sense of urgency
• Good written and verbal communication skills
• Excellent Microsoft Office Suite and/ Google Suites skills
• Excellent administration and secretarial skills

Experience Requirements:

• Minimum 3-5 years of programme administrative work experience in NGO sector
• Experience in managing programme team calendar and meetings

Employment type: Contractual

Salary: Negotiable

Job Location: Nairobi, Kenya