Programme Assistant – Events & Project Support at Global Alliance for Improved Nutrition (GAIN): (Deadline 12 July 2024)
Job title:
Programme Assistant – Events & Project Support
Classification:
Grade 2
Direct reports:
0
Work location
Kigali, Rwanda
Travel required:
Up to 5%
The Global Alliance for Improved Nutrition (GAIN) is a Swiss-based foundation launched at the United Nations in 2002 to tackle the human suffering caused by malnutrition. Due to COVID19, conflict in Ukraine and climate change, malnutrition and hunger have worsened significantly since 2019, reversing a decade of progress. There is growing recognition that our food systems need to change if we are to reverse these trends.
GAIN’s Strategy aims to transform food systems to make healthier diets from sustainable food systems accessible to all people and especially those whose are most vulnerable to shocks. By 2027, we aim to improve the access of 1.5 billion people to nutritionally enhanced staple foods, improve the access of 25 million people to healthier diets, and support positive food system change in 10 countries. This is bold and complex, and the only way to achieve this is to work together with partners including governments, businesses, and civil society at the country and global level. These goals, and the ways of achieving them, build on our twenty-year legacy of transforming people’s lives with improved nutrition through concerted action and effective policy change.
The Programme Services Team is the organisational home for approximately 40 of GAIN’s technical and programme management specialists. We are organised thematically, coordinating each of GAIN’s main programmes. Team members are based in different GAIN offices around the world.
DESCRIPTION
Overall purpose
The Administrator will support the global Programme Services Team and Programme Services Director with day-to-day tasks related to organizing online and in-person events, project management support, international work-related travel, and diary management.
This role supports a large number of colleagues and acts as a first point of contact for many external stakeholders. Therefore, the Administrator will need to demonstrate a high level of communication and interpersonal skills.
This is a full-time position based in the GAIN office in Kigali, Rwanda.
Tasks and responsibilities
Supporting Events
Providing coordination and logistical administrative support to PST members for organization of in-person conferences, serving as the first point of contact, for example:
Issuing invitations
Selection and booking of venues
Visas and flights for external and GAIN attendees
Related procurement processes e.g., raising purchase orders, contracts and payment of invoices
Processing remuneration and per diems for external attendees
Providing coordination and administrative support to PST members for organising online events / webinars including diary invitations, setting up the right technology, preparing and disseminating materials, contacting speakers / panelists, arranging to pay them if necessary. Support related procurement tasks like raising POs, paying invoices or expenses.
Helping with processing and gathering information required for financial planning and auditor’s requests related to events (including forecasting and budgets)
Project Management Support (PRISM)
Update the PST intranet (SharePoint) as directed by PST members to reflect the latest team structure and programme / project summaries
Assist PST members in updating project profiles on our project information system (PRISM)
Assist PST Director in preparing relevant reports on project performance and status for SMT and board meetings
International Travel
Providing travel support to PST team members for complex itineraries and including assistance with visa processing
Ensuring strict compliance with GAIN safeguarding and security provisions for all travellers to PST events
Manage travel for Director and Deputy Director of PST
Diary Management Support
Manage diary for the Director of Programme services.
Assist PST members in arranging complex meetings with large number of attendees, and at times attendees external to GAIN.
Key organisational relationships
Reports to the Senior Advisor, Commercial Solutions
Director of Programme Services and Deputy Director of Programme Services
Liaise with the PST team members based in various GAIN offices
Head of Operations, India.
Liaise with GAIN’s official travel agent
JOB REQUIREMENTS
Competencies
Strong ability to use initiative, prioritize, multi-task, work well under pressure to meet deadlines.
Fast learner, with the ability to quickly adapt to systems and processes.
Team player, flexible (including ability to accommodate time zones), goal-oriented, a real “can do” attitude.
Excellent communications skills (both oral and written)
Strong ability to work autonomously without close supervision and collaboratively in a multi-cultural, cross functional team environment.
Demonstrable interpersonal and organizational skills
Proactive with a commitment to quality and accuracy with close attention to detail
Computer literacy with excellent command of Excel, MS word, Outlook, and Power Point skills.
Ability to operate and effectively liaise with a range of partners.
Experience
Demonstrable experience in an administrative role supporting multiple members of a geographically dispersed team (essential)
Proven experience of organizing online and in-person events and associated logistics including visas, venues / hotels and flights etc.
Previous experience in working in a fast-paced environment, whether in the private or not for profit sector
Experience working with internal and external stakeholders at all levels
Familiarity with Project Management processes & terminology
Education
Relevant diploma or certification in a relevant subject or suitable work experience
Other requirements
Candidates must have the existing right to work and live in the region of application with the appropriate documentation to be considered for this position.
An excellent command of English (verbal and written). A second language (French or Portuguese) a plus.
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