Programme Associate, Kenya

The Position

The Department of Programmes is the central management and coordinating function for program delivery and capacity development.  It is responsible for the implementation of IDLO’s global program portfolio for field and non-field locations in line with organizational strategy.

Reporting to the Programme Lead, the Programme Associate works in close collaboration between IDLO’s Offices (Headquarters and Field Locations) and internal support functions to provide administrative and process assistance to program teams to support program delivery.

Summary of Functions:

1. Provide administrative support to the Programme team and ensure process integrity.
2. Support the coordination of work and information flow between offices (HQ/Field) and support functions (e.g., HR, Office of the General Counsel, Finance, Procurement).
3. Carry out desk research on specific topics in order to provide input to support the development of new proposals, concept notes, briefing notes, summary status reports, and donor narrative reports.

Key results expected.

1. Provide administrative support to the programme team and ensure process integrity, including:
   
   

• Support mission preparation, including preparation of Travel Request, visa, etc.
• Assist in the on-boarding of new programmes staff, including preparing background readings.
• Ensure internal IDLO processes are followed, including preparation and follow-up of Travel Requests, Payment Requests, and Purchase Requisitions.
• Draft meeting minutes, including calls with external donors/partners.
• Organize and maintain master files of program-related data and materials, programme record files, technical publications, contracts, etc., to be made available to management when requested.
• Support the implementation of consistent templates and tools across the various programmes.

2. Support the coordination of work and information flow between offices (HQ/Field) and support functions (e.g., HR, Office of the General Counsel, Finance, Procurement) focusing on the following:

• Support in processing contracts and amendments for Contractors/Consultants. Maintain up-to-date files and alert the Supervisor of action needed to be taken.
• Coordinate with Human Resources to ensure that administrative aspects of new hires are processed.
• Provide support to programme development, including coordinating among programme teams and support functions.
• Coordinate the transmission of draft and narrative reports between offices/units.
  Initiate the process of obtaining signatures and approvals of documents, including drafting and circulating routing slips.
• Assist in the organization of institutional and programme events/courses/external visits/presentations and coordinate with other IDLO departments about these.

3. Carry out desk research on specific topics to provide input to support the development of new proposals, concept notes, briefing notes, summary status reports, and donor narrative reports, including:

• Proposals, concept notes, briefing notes, summary status reports, and donor narrative reports
• Provide input into IDLO publications, communications materials, web content, etc.

Education and Work Experience

• A university degree in Development, Law, Business or a similar field is required.
• 1-3 years of relevant professional experience providing programme support, preferably within international organizations/settings.

Languages

• Fluency in English and Kiswahili is required.

 Specific knowledge, skills, and competencies

• Excellent written and verbal communication skills.
• Excellent interpersonal skills and the ability to work constructively with several internal service departments.
• Familiarity with the standard programme and data management tools.
• Works well with others and actively participates, works effectively across and within IDLO organizational boundaries.
• Ability to work under pressure with tight deadlines, flexibility, and an entrepreneurial spirit.
• Proven ability to see through tasks set and deliver results.
• Ability and willingness to travel to field locations, if necessary.
• Sound knowledge of Microsoft Word, Excel, PowerPoint, and other ICT and Internet software.
• Keen sense of ethics, integrity, credibility, and commitment to IDLO’s mandate.

For this locally recruited position, IDLO shall offer the selected candidate an Affiliate contract of 9 months, with the possibility of extension subject to performance and funding availability.

In addition, IDLO shall offer a yearly basic salary of Kenya Shillings 1,920,000 , medical insurance, and leave entitlements, including in accordance with IDLO Employee Regulations and Rules.

This local position is open to candidates who are nationals of the duty station or with permanent resident status or other legal authorisation permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications of qualified and diverse candidates. 

IDLO is committed to achieving a 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

Application deadline: 26 January 2025 (23:59hrs Rome Time).