Program Assistant

Job Posting Organization:
The organization is the largest nonprofit dedicated to combating poverty, disease, and inequity globally. Founded on the principle that every individual, regardless of their identity or circumstances, deserves the opportunity to lead a healthy and productive life, the foundation emphasizes the importance of diversity among its employees to reflect the global populations it serves. The organization offers a comprehensive benefits package that includes medical, dental, and vision coverage without premiums, generous paid time off, paid family leave, retirement contributions, regional holidays, and opportunities for employees to engage in various community initiatives. The foundation is committed to fostering an environment that promotes both personal and professional growth for its employees.

Job Overview:
The Program Assistant plays a crucial role within the Africa team, which is focused on implementing evidence-based interventions to address significant diseases and socio-economic challenges in Sub-Saharan Africa. This position is essential for ensuring that all administrative and scheduling tasks are executed efficiently, thereby creating a productive work environment. The Program Assistant will support the West & Central Africa team in achieving collective impact by influencing policy and finance towards key development priorities, enhancing capacity, and innovating systems for effective delivery. The role involves providing comprehensive organizational and administrative support to the leaders and staff in the Kenya office, collaborating with a small team of assistants to facilitate workflow and ensure smooth operations in the designated offices.

Duties and Responsibilities:
The Program Assistant will be responsible for scheduling numerous appointments and meetings, managing complex calendars for multiple individuals, and making travel arrangements. The role requires proactive planning for upcoming weeks and months, assisting principals with scheduling, and recognizing potential bottlenecks. The assistant will also coordinate events such as meetings, conferences, and presentations, handling logistics and preparing materials. Additional responsibilities include providing communication support, maintaining organized files and records, processing expense reports, and working on special projects that may involve basic research and data analysis. Establishing and managing relationships with grantees and internal/external partners is also a key duty. The assistant must demonstrate strong organizational skills, attention to detail, and the ability to prioritize multiple tasks effectively.

Required Qualifications:
Candidates must possess an academic background in foreign languages, diplomacy, communications, administration, or a related field. A minimum of 3 years of professional experience in administrative roles, including intricate calendar management, executive assistance, program management, and project management is required. Proficiency in French, both verbal and written, is essential for effective communication and articulating technical concepts. A proven track record of supporting senior staff or leadership teams within a global or regional framework is necessary, along with experience in establishing organizational systems to enhance efficiency. Flexibility to adapt to changing organizational needs and a collaborative approach to teamwork are also important qualifications.

Educational Background:
The educational background required for this position includes a degree in foreign languages, diplomacy, communications, administration, or a related field. This academic foundation is crucial for understanding the complexities of the role and effectively supporting the team in various administrative capacities.

Experience:
The position requires at least 3 years of professional experience in administrative functions, particularly in roles that involve intricate calendar management, executive assistance, program management, and project management. Candidates should have experience in environments that necessitate diplomacy and good judgment, especially when interacting with individuals at various organizational levels, including senior executives.

Languages:
Proficiency in French is mandatory, encompassing both verbal and written communication skills. The ability to articulate technical concepts and analytical insights is crucial for supporting strategic decision-making. While French is essential, knowledge of additional languages may be considered advantageous but is not explicitly required.

Additional Notes:
Candidates must be legally eligible to work in Senegal without the need for visa sponsorship. The role may require domestic and international travel, up to 25% of the time. The hiring process will include a background check, and accommodations are available for applicants with disabilities. The organization is committed to diversity, equity, and inclusion, ensuring that all applicants and employees are treated fairly and without discrimination based on various factors.