Program Assistant Job in Kisumu Kenya

East African Community

Lake Victoria Basin Commission Secretariat

Terms of Reference for Program Assistant for the Lake Victoria Partnership Fund

Background

The East African Community (EAC) through the Lake Victoria Basin Commission (LVBC) Secretariat is coordinating the implementation of Partnership Agreement for sustainable development of Lake Victoria Basin (LVB).

The Agreement was signed in April 2001 between the East African Community and five Development Partners namely the Government of Sweden, Norway and France; and the East African Development Bank and the World Bank. The Government of Finland acceded to the Agreement in 2010.

The overall goal of the Partnership Agreement is to promote sustainable development in LVB.

To facilitate implementation of interventions envisaged under the Agreement, the Parties to the Agreement establish a Partnership Fund which is a contributory kitty aimed at supporting the implementation of projects/programmes in line with the purposes of the Agreement.

The day to day management of the Fund is vested with the Lake Victoria Basin Commission Secretariat.

The EAC/LVBC has received funding for the implementation of intervention under the Agreement from the Government of Finland and intends to apply part of the funds to strengthen the administration of the Fund currently under the Office of the Projects/Programmes Development Office.

LVBC Secretariat therefore invites applications from suitably qualified citizens of the East African Community (Burundi, Kenya, Rwanda, Tanzania and Uganda) for the following vacancy position.

Title of the Position: Program Assistant

Grade: G5

Reports to: Projects Development Officer

Duration of Contract: 2 Years, Renewable subject to satisfactory performance and availability of funds;

Station: LVBC Secretariat Headquarters – Kisumu, Kenya

Duties and Responsibilities:

• Keep records of communications of the Fund between LVBC and stakeholders and documents of the Fund including agreements, payment records, disbursement records, etc. in a system ensuring efficient filing and retrieval
• Assist in planning and organizing meetings, workshops, conferences and other events relating to the Fund;
• Assist the Projects Development Officer in the day-to-day operations of the Fund; ensuring that related disbursements to the Fund are submitted in time and in compliance to the Regulations governing the Fund;
• Assist the Projects Development Officer in preparing monthly, quarterly and ad hoc progress reports especially financial management reports.
• Assist in monitoring the execution of the procurement plan and maintain a database on the status of procurement of goods and services done under the Fund;
• Assist in monitoring the progress and timeliness of consultancies and assist the Projects Development Officer in managing them in accordance with the EAC reporting guideline and the requisite contracts. Prepare reports or minutes for various activities of the Fund and at each stage of each consultancy in accordance with the EAC reporting guideline;
• Assist in preparation and facilitation of the Fund’s audits;
• Maintain fixed asset register for the Fund;
• Maintain financial documentation and records; and
• Perform any other duties as may be assigned by the Projects Development Officer

Qualifications and Experience:

• Diploma in Business related field such as Business Administration, Project Management, or any related field;
• Minimum 3 years relevant working experience, at least 1 of which should be in Donor funded projects.

Skills and Competencies:

• Working knowledge of accounting systems, event planning and organisation, project administration with executive secretariat skills/experience, public relations,
• Ability to work as a team player.
• Ability to work under pressure and to deliver on the set deadlines
• Working knowledge of procurement procedures as applied by international organizations and major development partners.
• Ability to work in a multi-cultural and multi-lingual environment.
• Dynamic, innovative, flexible, and able to work with minimal supervision.
• Excellent communication & analytical skills.

How to Apply

Interested candidates should submit their applications by registered mail, courier service, e-mail or dispatch together with Curriculum Vitae, copies of both academic and professional certificates and testimonials, names and addresses of three referees, and day time telephone contact to:

The Executive Secretary,

Lake Victoria Basin Commission Secretariat,

P. O. Box 1510-40100

Kisumu, Kenya.

Tel +254 57 202 6344

Fax +254 27 202 6324

Email: recruitment@lvbcsec.org, recruitment@lvbcom.org

To be received not later than 06/09/2013.

The East African Community is an equal opportunity employer.

Female candidates are encouraged to apply.

We shall only respond to those candidates who strictly meet the set requirements.