Program Assistant

Description

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Program / Department Summary

Mercy Corps is seeking a Programme Support Assistant for an FCDO-funded Border Security Programme. Irregular migration and associated criminal activity in East Africa remain a complex and escalating challenge which leads to significant exploitation of vulnerable people on the move. The Border Security Programme will take a multifaceted approach – integrating ‘prevention’, ‘prepare/protect’ and ‘pursue’. An important purpose of this Programme is to support the pursuit of human traffickers and smugglers who are exploiting vulnerable populations on the move. Initial interventions will take place in the Kenya border regions, with planned and phased expansion to Uganda, Ethiopia and possibly Somalia border areas.

General Position Summary

Program Support Assistant will provide general administrative support for Border Security Programme (for program leadership and technical teams based in the country office/Nairobi) and across overall program operations and liaising with the National and County government in managing government agreements and other requirements.

The position holder will provide targeted support for all BSP teams where central teams are organizing activities, events or processes, overall program support tasks including daily administrative workflows, logistical support for conference & meetings, compile periodic program reports and follow closely the procurements, finance and P&C needs of the project - as well as broader engagement with government as stipulated in detail in the job function section.

Essential Job

Responsibilities

General Project Administration:

Manage the daily administrative workflow of the Border Security Programme under the Team Leader. This includes providing basic administrative support, including scheduling meetings, taking notes, managing letters and invitations, updating the team calendar with events such as training, completing forms, updating program documents, and streamlining BSP processes and procedures.

Conference/Meeting Logistics Support: Assist with the logistical coordination and planning of meetings and conferences (which includes venue arrangement, workshop materials, event participant travel & accommodation) working closely with Program team and Operations team.

Procurement: Assist Program Operations Officer in procurement processes including procurement planning, raising PR and following closely with Procurement Coordinator the progress of ongoing procurements.

Travel: Assist travel arrangement for Border Security Programme team, including reserving and booking flights, booking accommodation, preparing TARs and other travel details as necessary.

Coordinate with procurement, logistics, security, finance, administration, and People & Culture teams to ensure operational systems support field activities.

People & Culture Support (Hiring): Assist Border Security Programme Team Leader in recruitment process - which includes raising PRF for open vacancies and following closely with P&C for a timely recruitment process.

HR Support (Team Movement & Leave Balances): Track Border Security Programme team leave plans and, working closely with P&C, update team leave balances. Also, provide a periodic summary update of team leave plans and balances with the Border Security Programme Team Leader & Component Leads.

Support assessments, evaluations, and monitoring surveys relevant to BSP component including support in the development of scope of Work, survey tools, training, and management of data collectors.

Provide administrative support in preparing procurement and expense requests, following up with relevant departments for field activities.

Prepare accurate and timely monitoring and field reports on a weekly basis and other project documentation as required

Team Coordination Support:

Support cross-team administrative coordination: with the SLT, Field, program, operations, and finance teams to ensure timely operations support for BSP Program activities implementation.

Meeting Management and Notetaking: Manage the organization and record the BSP Leadership Team BSP meetings. This includes producing agenda documents (where required) and taking notes during team meetings and disseminating them in a timely manner, always highlighting action points. Support following up on action points as necessary.

Filing and Folder Tracking: Support BSP with structuring, updating and overall maintaining a filing system accessible to all program stakeholders. Ensure key files are appropriately maintained including, agreement documents with various NGO and Private sector partners, reports, research documents, discussion papers, videos, posters, etc.

Communications Support:

Team Communications: Assist the SLT in managing communication flows within and across program teams, including across Nairobi and county-based teams. Ensure communication flow protocols are in place.

Product Communications: Support communications team to publish, produce and distribute internal and external communications to facilitate learning throughout the project. Keep track and manage dissemination plans and progress against them. Procure graphics. Facilitate connecting with HQ digital library and posting on internal and external sites. Ensure BSP information held within the site is accurate and up to date, creating communications resources when requested,

Organizational Learning

##### As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient, and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values always and in all in-country venues.

Safeguarding

Actively learns safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.

Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.

Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

Supervisory Responsibility. None

Accountability

Reports Directly To:

Border Security Programme Team Leader

Works Directly With:

BSP SLT, Programme Managers, Field/Area Coordinators, Operations, Finance, and HR Team members.

Knowledge and

Experience

2-3 years of general administration or program support

is required.

A university degree or equivalent in a related field (community development, business, accounting, international relations, political science) is required.

Excellent oral and written English skills are required.

Proven interest and commitment to humanitarian and development issues.

Excellent organizational skills: the ability to work independently & productively in a fast-paced environment and to effectively see projects through from start to finish.

Flexible work attitude and demonstrated creativity: the ability to work productively in a team environment and the ability to problem solve creatively with minimal guidance.

Excellent Computer skills (especially Microsoft Excel, Word, and Outlook)

Success Factors

Must be confident, self-starter, an independent thinker.

Strong organizational, interpersonal and communication skills

Team oriented; Demonstrated ability to work effectively with diverse groups of people.

Excellent communication skills, written and oral are required.

Demonstrated cultural sensitivity and appropriate flexibility.

Excellent organizational skills with ability to successfully manage multiple tasks.

Multi-tasking, prioritizing, problem solving and simultaneous attention to detail are essential.

The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

Living Conditions / Environmental Conditions

This position is based in Nairobi, Kenya with potential travel to programme sites/border areas and additional programme countries (Uganda, Ethiopia, Somalia). Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Team Engagement and Effectiveness

Achieving our mission starts with how we build our team and collaborate. By bringing together individuals with a variety of experiences, backgrounds, and perspectives, we strengthen our ability to solve complex challenges and drive innovation. We foster a culture of trust and respect, where every team member is valued for their contributions, empowered to reach their full potential, and motivated to do their best work

We recognize that building a strong and effective team is an ongoing process, and we remain committed to learning, improving, and growing together.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer committed to providing equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, sex, sexual orientation, religion or belief, national origin, age, disability, marital status, veteran status, or any other characteristics protected under applicable law.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC

and have signed on to the

Interagency Misconduct Disclosure Scheme

.

We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to

Mercy Corps Code of Conduct Policies

and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

As an applicant, if you witness or

any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline (

integrityhotline@mercycorps.org

).

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the

University degree in a related field

Excellent oral and written English skills

Strong organizational and communication skills

Proficient in Microsoft Excel, Word, and Outlook

Ability to work independently and in a team

Demonstrated cultural sensitivity and flexibility

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Program Assistant-Nairobi

Mercy Corps

Nairobi

Both national and international

Junior level

Speaks English

Apply

Requirements

for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

Summary by Impactpool

Mercy Corps is seeking a Program Support Assistant for its FCDO-funded Border Security Programme in Nairobi. The role involves providing administrative support, managing logistics for meetings and conferences, assisting in procurement processes, and coordinating with various teams to ensure smooth operations. The assistant will also track team leave balances, support recruitment efforts, and prepare program reports. This position requires strong organizational skills and a commitment to humanitarian issues.

Candidate

2-3 years of administration or program support