Program Assistant Jobin 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.
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