Overall Responsibilities:

The Program Assistant will provide administrative, Program support services to the Country Office, ensuring daily operations are carried out professionally, efficiently, and effectively. Working under the supervision of and reporting to, the Operations manager.

MAIN DUTIES AND RESPONSIBILITIES:

Program Support :

• Facilitate USAID Ireme project organized meetings, conferences, trainings, workshops and similar events.
• Keep track of all meeting and workshop activities and collaborate with the procurement unit to ensure that venue bookings are completed at least one week prior to the events.
• Contact invited participants to confirm their availability for the planned events
• Ensure daily attendance lists are accurately maintained for all training sessions, workshops and similar events.
• Compile all essential documentation for participants, including but not limited to mission orders, attendance lists, required bank information, and contact details.
• Verify the completeness of the paperwork and submit accurate and timely supporting documents to the finance team for payment processing.
• Generate Excel sheets for participants and collaborate with the activity organizers to verify the completeness of attendance records.
•  Run the batch CSI reports of participants from meetings, workshops, and conferences, on the first day of the training and submit the report along with other relevant supporting documents to the finance team for payment processing.
• Interact with event organizers to track outstanding payments and meet with the finance team bi-weekly, or as needed, to reconcile outstanding payments.
• Maintain a comprehensive filing system for all documents submitted for payment.
• Follow-up with the activity organizer to ensure timely reconciliation in case of discrepancies between the purchase order, invoice, and attendance list.
• Perform other tasks and assignments as requested.

QUALIFICATIONS

REQUIRED MINIMUM EDUCATION:

Required:

• Bachelor’s degree in business administration and management, logistics, accounting or related field.

REQUIRED MINIMUM EXPERIENCE:

Required:

• 1-3 years’ demonstrated experience managing an office program and event Logistics support.

KNOWLEDGE AND SKILLS:

• Excellent organization skills including strong attention to details.
• Excellent knowledge of computer-based word processing and spreadsheet applications (Microsoft Office Suite preferred).
• Excellent oral and written skills in English and working knowledge of French and Kinyarwanda.
• Must have self-drive and be acutely time sensitive.
• Proven Leadership and administrative skills.
• Have ability to manage confidential information.
• Superb listener and communicator.

COMPETENCIES:

CORE JOB COMPETENCIES:

• Highly motivated
• Relationship builder, energetic and positive.
• Strives for shared vision
•  Impact-driven and innovative
•  organized, having strong business acumen
•  Pro-active, respect for procedures and norms
• curious, analytical, socially sensitive, values-oriented
• Ability to work with Minimal Supervision
• Willingness and ability to work with a flexible schedule.
• Ability to foster and maintain a spirit of unity teamwork and cooperation.
• Ability to establish priorities, achieve deadlines and make sound judgments.
• Sensitivity in working with multiple cultures and beliefs, and Gender Equality
• Demonstrate a high degree of honesty and integrity.