Program Assistant – Volunteer at Future Resilience and Development Foundation (FRAD)

Job Summary:

• Under the direction of the Program Manager, the Program Assistant provides operational and administrative assistance to them and the Program team, performs a variety of administrative, coordination and logistical services in support of the operations of the Program, and assists with information management the team.

Duties and Responsibility

Functions / Day to day activities:

• Maintains confidential records of the organization;
• Acts as the main contact person during the absence of senior management team members, following-up on any emergencies with appropriate in-house employees, and sharing workload with Program Assistants from other teams;
• Acknowledges receipt of correspondence and documentation in the absence of Program Director or Leader or team members, and drafts preliminary versions of correspondence to be signed by the Program Director or Leader or relevant team members;
• Assists other team members in preparing and formatting documents, including PowerPoint presentations;
• Develops and maintains an efficient filing system for the team, including assistance in processing calls for proposals as required;
• Maintains a tracking system of responses to proposals;
• Works with the Centre’s information system and databases to monitor various aspects related to team functioning;
• Contributes to electronic filing of team documents;
• Coordinates the translation, proofreading and editing of documents as required;
• Organizes regular team meetings and conference calls/videoconferences, often over different time zones, including the preparation and distribution of documents and providing the necessary technical devices;
• Takes minutes of regular team meetings and other meetings in the state and region coordination with the Executive Director and Program Manager as required;
• Assists the Program Manager as required basis, carries out specific assignment/registrations as may be assign;
• Assists team members on inputting and editing project reports on weekly and monthly;
• Liaises with Regional Office employees as required, and assists Regional Office employees when need arise with headquarters;
• Assists in the orientation of new employees in the regional office;
• Works with Project staffs to coordinate work activities, meet deadlines, and provide support where needed; and
• Performs other related duties in accordance with instructions from team members.       
• Maintains and regularly updates travel plans and budget amounts to provide an accurate overview of the Program’s travel budget, which includes liaising with Regional Office employees for their input;
• Provides updated reports to the team Project staffs;
• Advises the Program Manager or Leader of projected overruns;

Requirement:

• Have a minimum of 2 years’ experience in the humanitarian sector including project management, reporting and training.
• Be disciplined and able to work and arrive at decisions independently and with less supervision.
• Possess excellent written and verbal skills in English including ability to use Microsoft office packages.
• Be willing and able to travel regularly to field sites and monitor activities.
• Have strong understanding of project life cycle management, monitoring and evaluation.
• Be flexible and able to work within a multicultural team.
• Good knowledge of the Nutrition Sector, and understand the nutrition, food security situation of the northeast Nigeria.
• Good knowledge of AAP, PSEA Policies, and the concept of Do No Harm, and good at working with vulnerable population especial in emergency settings, good knowledge of emergency preparedness, and relief management.
• Experience working in emergencies context.
• Must be a team player

Desirable skills:

• Honesty
• Accountability
• team player
• ambition
• professionalism 
• collaboration
• creativity and integrity