Program Support Assistant

Logistics and administration support

• Screening incoming telephone calls, mails, inquiries, and requests and handling them as appropriate, including relaying accurate and timely messages and answering of queries.
• Maintain a database of assets.
• Managing a filing system for record control of key documents.
• Provide logistical support and back-up to in the planning of meetings and workshops.
• Ensure adequate stocks of key office materials are in place at all times.
• Maintaining supplies/logistics inventory and preparing requisitions for office supplies and equipments.
• Related support including secretarial duties as required such as timely printing, photocopying and binding of documents.
• Ensure that office is kept tidy and clean.

Support to staff

• Providing information and guide staff on administrative processes, procedures and requirements.
• Facilitate and support staff on logistical and administrative requirements such as travels, follow up on requisitions, etc on regular basis
• Support staff on follow-up of internal communications and actions.

Support to meeting/fora

• Compile calendar/s of key events.
• Support planning of the events and meetings.
• Follow up on meeting invitations through emails and phones as is appropriate

Guest logistics

• Plan for guest logistics:
  • Transport
  • Accommodation
  • Scheduled meetings, entry and exit briefs, etc.
  • Handle check in and out of guests from hotels.
• Support guest’s general needs like shopping, church service.
• Planning for and managing logistics for regional meetings and other forums such as workshops and reflection/ learning events.

Reporting

• Following up with all staff on submission of their monthly reports.
• Draft regional monthly report for PM’s review and submission to ROM within the stipulated timelines.
• Following up with responsible staff on status implementation of key action points and decisions from the meetings/fora.