The Program Associate position is ideal for a highly organized and proactive early-career professional who is detail-oriented, dependable, and comfortable managing multiple priorities in a dynamic policy and private sector environment. The role involves providing comprehensive executive, operational, and programmatic support to the Country Manager and the broader CIPE team in Kenya.
Key Responsibilities
Executive and Operational Support
- Manage the Country Manager’s calendar, scheduling meetings, and ensuring efficient time allocation.
- Coordinate travel arrangements, logistics, and meeting preparation.
- Draft correspondence, meeting summaries, and follow-up notes.
- Track action items and ensure timely follow-through on internal and external commitments.
- Serve as a first point of coordination for local partners and stakeholders.
Program Coordination Support
- Assist in organizing workshops, roundtables, and other convenings including venue coordination, participant outreach, and run-of-show support.
- Maintain updated stakeholder and partner databases.
- Track program deliverables and timelines.
- Support preparation of activity summaries and background briefs.
- Coordinate with CIPE headquarters teams (Communications, Grants, and Finance) to ensure smooth implementation.
Documentation and Reporting
- Maintain organized programmatic, financial, and contractual files.
- Compile supporting documentation for donor reports including participant lists and activity records.
- Assist in drafting and formatting reports, concept notes, and presentations.
- Ensure compliance with CIPE and donor documentation requirements.
Financial and Administrative Coordination
- Track payment requests and expense documentation in coordination with Finance.
- Monitor basic budget tracking under supervision.
- Maintain procurement and vendor records.
- Support reconciliation of activity expenditures.
Communications and Outreach Support
- Assist with preparation of invitations, announcements, and outreach materials.
- Coordinate guest lists and event communications.
- Provide logistical and technical support during events.
- Support website or social media updates in coordination with the Communications team when required.
Additional Responsibilities
- Conduct background research on policy, economic, or stakeholder topics as requested.
- Support onboarding and coordination of interns or short-term consultants.
- Contribute to a professional, organized, and collaborative office environment.
Qualifications
- Bachelor’s degree in Business, Economics, Political Science, Public Policy, International Relations, or a related field.
- 1 - 3 years of professional experience in an administrative, program support, or coordination role.
- Professional proficiency in written and spoken English. Native proficiency in Swahili is desired.
- Strong organizational and time management skills.
- High attention to detail and accuracy.
- Strong interpersonal and communication skills.
- Ability to manage multiple tasks with limited supervision.
- Proficiency in Microsoft Office including Word, Excel, and Outlook.
- Demonstrated reliability and professionalism.
How to Apply
Interested and qualified candidates should apply online via the recruitment portal on Humanic at https://www.myjobmag.co.ke/apply-now/1194585 which will direct you to the official application page.
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