Program Management Specialist/Executive AssistantProgram Management Specialist/Executive Assistant

Key Achievements:

Coordinate project reporting by collecting, consolidating and submitting monthly, quarterly and annual reports from implementing partners. Manage project documentation, partner contract folders, electronic filing systems and version-controlled project documents. Support workplan development and budgeting. Make all arrangements for PEPFAR meetings and trainings in consultation with the PEPFAR Administrator and heads of departments and take minutes during program related meetings. Keep and maintain up to date paper and electronic files, including program and partner Standard Operating Procedures (SOPs), HIV Committee Meeting minutes and maintain an updated record on partner program supported inventory/ equipment. Assist with the compilation of partner facility visitation templates, tracking facility visits, supervisory support visits, mentorship, Data Quality Assessments (DQAs), technical assistance visits and other staff travels; and update PEPFAR calendar such as visits, calls, and relevant activities. Maintain confidentiality of sensitive healthcare program information in accordance with HIPAA requirements. Maintain and keep track of office supplies, equipment e.g. training LCD projectors, laptops, and their inventory record. Assist in allocating office space especially new staff and coordinating logistics to support staff and program activities across 4 counties( Kericho, Narok, Bomet and Nandi). Liaise with vendors and service providers to facilitate repairs, maintenance, and servicing of office equipment and facilities across the four counties. Coordinate vehicle and travel schedules for staff field activities and official assignments. Support health program implementation through meeting coordination, documentation, and administrative follow-up. Provide comprehensive administrative support to healthcare program teams across four counties. Served as the primary administrative liaison between project teams, county governments, implementing partners, vendors and senior management. Support simultaneous implementation of multiple donor-funded programme approved activities as per the Work Plan across four counties while ensuring timely delivery of project milestones. Schedule and coordinate meetings,appointments,hotel reservations and travel arrangements for project managers and staff. Coordinated project meetings by preparing agendas, recording minutes, tracking action points and following up on deliverables. Facilitated virtual meetings and training sessions through Zoom for internal teams, partners, and external stakeholders. Co-ordinated the pre-award submission packages (Statement of Work,VariablePerformance Workbook, Workplan,Budget). Monitor outsourced service providers to ensure quality and timely delivery of cleaning, maintenance, and other support services. Support program contract administrator , working closely with home office contracts team in developing &awarding contracts to sub-awardees. Facilitate vendor invoices processing and track all invoices for payment. Support project budget implementation through procurement planning, purchase requisitions, invoice tracking and vendor payment follow-up. Support identification and follow-up of project risks, compliance issues and implementation challenges through routine monitoring and reporting. Ensure that sub-grantees submit the required reports promptly as per the terms of the contract and that they receivethe necessary funds to carry out their scope of work.

Key Achievements:

Assist the project manager in organizing project related workshops and meetings. Liaising with project conservation partners and updating their portfolio. Assist in organizing and implementing capacity building activities for community groups. Manage project file systems and updating both electronic and paper database. Organize and participate in rapid meetings assessments targeting community to identify possible solutions. Participate in relevant conservation meetings and workshops in the project areas and develop papers, reports and presentations as necessary. Supporting conservation groups and self-help projects aimed at alleviating poverty. Monitoring of project activities such as Human-WildlifeConflict,livelihood activities,BeeKeeping activities Preparing concept notes for field activities. Training of community groups such as Beekeeping,Village CommunityBank (VICOBA)and AwerGroup Preparation and submission of activity expense surrenders Provide necessary support to program activities.