Program Assistant at Catholic Relief Services (CRS)

Band:                 4

Department:       Programs

Reports To:        Agriculture/Livelihoods Officer - STaR

Location:            Biu, Borno State

Job Ref Code:    PAB180219

Full JD Link:       https://bit.ly/2TKeTqV

Job Summary:

The Program Assistant will be required to work within a multi-sectoral setting including infrastructure, agriculture, livelihoods, social cohesion and governance. The post holder will deliver effective, highly competent project support and consistently deliver in a person-centered environment which promotes positive relationships. S/he will manage the CRS office/guest house in Biu and ensure field activities in Southern Borno are well-coordinated.

Job Responsibilities:

1.        General Administrative Duties:

• Liaise with administration support staff to provide updates on anticipated administrative needs.
• Manage day-to-day operations of project office in Biu.

• Provide general administrative support to the operation of project activities.
• Organize proper storage and issuance of stock, maintain stock reports and monitor usage.
• Organize transport and distribution of project materials to project sites.
• Maintain files and support the dissemination of project information among the project team.

• Work in collaboration with operations/ facility staff in Yola/Maiduguri to ensure proper running of the project office in Biu.

• Work collaboratively with other project team members to ensure necessary project planning, resource availability and management activities function smoothly and efficiently.
• Support program staff with request for advances and cash disbursements

2.        Support Project and CRS-wide meetings, trainings and activities:

• Schedule and coordinate internal and external meetings, including invitations, meeting space, logistics, provision of materials and refreshments.

• Support in drafting meeting notes and record all proceedings and share with meeting participants.

• Filing (electronic and hard) project documents, meeting minutes and technical documents.
• Maintain inventory of all project partner’s contact information.
• Maintain project assets inventory register in collaboration with the grant unit
• Liaise with the IT department on hardware and software issues to ensure functionality to meet ongoing and ad hoc needs
• Support the establishment and function of project resource center and project information management

3.       Logistics and itineraries:

• Ensure logistical support to staff/visitors including liaising with operations on itineraries
• Make appointments according to schedules developed by department members

• Be the primary point of contact for visitors’ administrative needs

• Communicating material and cash needs to Finance and/or Administration in a timely manner.

• Coordinate staff movements including leave, field trips and all required logistics using the movement and leave tracker.

• Assist with correspondence, letters, and invitations. Act as liaison between programs staff and dispatcher.

4.       Serves as the interface between technical team and the operations unit.

Education and Experience:

• Minimum of a university degree. 
• Minimum of 2 years work experience in program support
• Experience working with local or international NGO a plus
• Interest in development issues
• Strong computer skills required, especially the ability to work comfortably in the MS office package
• Excellent interpersonal skills and ability to work successfully in team environment
• Demonstrated ability to assess priorities and handle multiple tasks simultaneously to meet deadlines with attention to detail and quality;
• Strong organizational skills and communication skills
• Ability to work and manage various projects in a team setting, with limited supervision
• Fluency in English, Hausa/Kanuri
• Ability to work well with people at all levels.
• Strong initiative and self-motivation required, with a commitment to teamwork and effectiveness within a dynamic integrated project.
• Passion to reach the most vulnerable groups
• Ability and willingness to travel to project locations

Travel Required 60% to field locations in Borno and Adamawa