Summary
Date Posted: Tuesday, September 26 2023, Base Salary: Not Disclosed

JOB DETAILS:
Work Relationships
• Internal: SMT Members, Administrative Assistant, Communication and Campaign Specialist, Programme staff, WaterAid East Africa Regional team, UK and other WaterAid offices.
• External: Development Partners, Parliaments, partners, government Ministries and agencies – Local Leaders, Researah insititutions, academia, Media, private sector, Civil Society Organisations, and other INGO’s, donors and Community

B. Job Purpose
Job Purpose
• The Programme Liaison Officer will provide high-level administrative, and programme support in planning, and coordination to the Country Director (CD) and Senior Management Team (SMT) in performing the organisation’s mission. This will include liaison with internal and external stakeholders’ and ensure relationships remain active and follow up on various commitments and ensure continuity of the CD and SMT engagements.

C. Main Responsibilities and Duties Executive Coordination
• Ensure that all delegated tasks and correspondences from the Country Director are addressed promptly and effectively, and that the Country Director is kept updated on all relevant information
• Maintain the Country Director’s diary and itinerary to facilitate his/her work plan.
• Coordinate meetings for the Country Director and SMT orderly.
• Take minutes for SMT and other meetings involving the CD as instructed and track action points.
• Ensure relevant reports, agenda and other information is provided and communicated to leaders at various levels of the Country Program.
• Develop the Country Director’s annual budget, monitor its spending and prepare utilization reports.
• Coordinate external events or conferences that are linked to the Country Director.
• Coordinate preparation of documents to the Country Director that require approval/signing off.
• Maintain files related to the CD, SMT and other governance issues including incoming and outgoing letters.
• Ensure strict confidentiality and prudence of communications and CD and SMT decisions
• Support responses in writing to correspondences relating to policy and sensitive matters of the CD office.
• Provide high-level logistical and administrative support to the Country Director and SMT (as required).
• Process invoices, cash advance requests, and expense reports for the office of the CD.
• Coordinate executive travel and arrange logistics to CD and SMT for a wide range of events, including Regional and International meetings and SMT
• Prepare documents for executive presentations for internal and external meetings and submit accurate, timely and relevant reports
• Maintain Country Director’s Office and SMT files and document electronically and hard copies as appropriate.
• Ensure staff, partners and visitors are received warmly by the Country Director’s Office.
• Ensure meeting rooms are properly set up in coordination with ICT unit [e.g. telecom and projectors, slides, presentations] for meetings involving CD and SMT
• Ensure the CP’s statutory compliance requirements (plans, reports, audits, registrations) are up-to-date and the CD is informed of these for timely action.

Program Management / Coordination:
• Create business process and accompanying documentation plans to ensure all critical Country Director’s Office records, including SMT meetings, audits, financial reports, risk registers, and country registrations are current and active.
• Develop scopes of work and/or technical specifications and solicitation documents for Country Director’s Office projects.
• Document and follow up on important actions and decisions from project meetings.
• Create and manage the Country Director’s Office Master Calendar: annual planning and client surveys.
• Plan and coordinate full range of logistics for meetings & develop detailed budgets for CD and SMT related activities.
• Ensure integration of WARw approaches of system strengthening, advocacy and influencing, evidence, learning and innovation, partnerships and alliances, gender equality modeling sustainable, climate resilience and gender responsive WASH; strategies on sustainable WASH services and behaviour change in progamme, stakeholder engagement documentation.

Risk Management
• Coordinate Country Programme risk assessments and develop risk registers.
• Track and report on implementation of risk mitigation plans.
• Follow-up on audit concerns and recommendations are reviewed by CD and SMT
Maintain interactions with internal and external stakeholders
• Be first point of contact of the Country Director in her/is absence, assessing priorities and redirecting message as necessary to relevant leaders and staff.
• Manage correspondence between donors, partners, other stakeholders, and the Country Director ensuring that good public relations are maintained.
• Promote cooperate image by professionally representing the Country Director internally and externally and consistently exhibiting the attributes of WaterAid as an organisation.
• Representing the CD in fora and meetings with affiliates for which the Country Director is a member when delegated to do so as necessary.
• Develop and maintain a database of key contacts that are relevant to the Country Director.

Safeguarding & Safety & Security
• Creating and maintaining an environment which upholds WaterAid’s Global Code of Conduct and associated safeguarding and child protection policies.
• Creating and maintaining an environment which consistently upholds WaterAid’s Health, Safety & Security Policy.
• Ensures that Safeguarding, Child Protection, and Gender Equality policies are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team
• Ensures that comprehensive health, safety and security measures (e.g. risk management plans, local security protocols) have been put in place when designing programmes / project and are consistently upheld during their implementation.
• Ensures that any partner agencies that WaterAid works with are adopting the same health, safety and security standards (as defined in any applicable WaterAid health, safety and security policies), and arrange for capacity building support where gaps or weaknesses are identified.
• Understands and puts into practice the responsibilities under Safeguarding, Child Protection and Gender policies and Code of Conduct (CoC).
• Adheres to any local security protocols that have been put in place when working in the office, travelling to the field or undertaking project / programme activities.
• Immediately reports any health, safety and security incidents or near-misses that occur on WaterAid duty to their line manager, Security Focal Point or CD.
• Behaves and acts in a manner that does not put colleagues or anyone that interacts with WaterAid in immediate danger or harm’s way.

Other Duties
Perform any other responsibilities, tasks or activities as reasonably required by the line manager as the range of duties are not intended to be a complete description of all.

Key Competences, skills, experience, and knowledge
Qualifications, Knowledge, Skills and Experience
• A bachelor’s degree in business administration, Law, Social, Programme Management, Communications, Development Studies, Political Science or another relevant academic field. A Master’s Degree in relevant fields or professional qualification will be added advantages.
• At least 5 years administrative, office coordination, communication, Public relation, or governance experience in the development sector.
• Competency in WaterAid’s common approaches to work including partnerships, convening, inclusion, systems strengthening, creating behavioral change, and mainstreaming gender and inclusion of youth.
• Track record of securing, successfully managing and reporting on significant grants from institutional donors.
• Able and comfortable in working at both strategic and operational levels.
• Proven experience of preparing and managing budgets.
• Understanding of the donor compliance needs for a variety of humanitarian donors.
• Proven experience of preparing and managing narrative proposals and reports.
• Excellent IT skills, specifically in MS Office, database management, Excel and Outlook.

Key competences and skills (expertise, behavioral competencies)
• Highly innovative, motivated, and energetic individual who will be able to solve challenges, communicate effectively and bring others along.
• Must be results orientated, efficient in execution of work processes as assigned.
• High integrity, confidential, prudent judgment and demonstrated ability to follow standards and policies.
• Excellent customer service skills
• Ability to manage and satisfy multiple stakeholders.
• Proactive problem-solving, decision-making, and good judgement skills
• Good attention to detail and a methodical approach to your work.
• Excellent interpersonal skills including the ability to influence across the organization and externally.
• Strong time management skills with an ability to plan ahead, anticipate requirements, problems and obstacles and manage competing priorities
• Excellent business partnering, and relationship building skills.
• Communicate effectively with managers, colleagues, service providers, donors, grantees, and other stakeholders.
• Excellent communication in oral and writing English
• Experience in designing and implementing solutions in diverse thematic areas.
• Ability to work in a systematic and organized manner and attend details.
• Positive attitude and willingness to learn and continuous implementation of service improvement initiatives
• Creativity and innovation.
• Proactive problem-solving, decision-making, and good judgement skills.
• Ability to perform multiple tasks and balance competing priorities effectively and efficiently.

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
• Interested candidates should apply through the application form attached below no later than 6th October 2023.
• Interested and qualified? Click here to apply

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