AFRICAN WATER ASSOCIATION
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PROGRAMS ASSISTANT INTERN

Post Title:                Programs Assistant Intern

Direct supervisor:   Programs Assistant

Location:                  African Water Association in Abidjan, Côte d’Ivoire

Period: 3 months

1. Job Summary

Under the direction of the Programs assistant, the Program Assistant intern support provision of operational and administrative assistance to the Program Leader and Program Staff, performs a variety of administrative, coordination and logistical services in support of the operations of the Program, and assists with information management the team.

2. Primary Duties or Responsibilities

2.1. Operational and Administrative Support

• Assist in maintaining confidential records for the Programs Director;
• Assist acting as the main contact person during the absence of team members, following-up on any emergencies with appropriate in-house staff, and sharing workload with staffs from other teams;
• Support acknowledging receipt of correspondence and documentation in the absence of the Programs Director or Program staff, and drafts preliminary versions of correspondence to be signed by the Program Director or relevant Program staff;
• Assists other team members in preparing and formatting documents, including PowerPoint presentations;
• Assist in developing and maintaining an efficient filing system for the team, including assistance in processing calls for proposals, candidacy…. as required;
• Assist maintaining and updating team’s databases and mailing lists using the Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook Exchanger
• support AfWA communication team and databases to monitor various aspects related to team functioning and publish any relevant information on the programs;
• Contributes to electronic filing of team documents;
• Support the translation, proofreading and editing of documents as required;
• Enters pipeline information and Project Information Memorandum and contribute in reporting as required;
• Support the organization of regular team meetings and conference calls/video-conferences, often over different time zones, including the preparation and distribution of documents and providing the necessary technical devices;
• Takes minutes of regular team meetings and other meetings with the assistances of and coordination with the project Officers or program coordinators as required;
• Assists the project Officers or program coordinators to maintain and update the Program’s web site, and on a required basis, carries out specific web searches and downloads workshop documents/registration from host web sites;
• Provides assistance to team members for inputting and editing rolling project/program completion reports;
• Assists in the coordination of the reporting process by tracking their completion for the programs, scheduling interviews as necessary and e-filing the final document;
• Liaises with other program Office staff as required, and provides assistance to other Office staff when visiting headquarters;
• Performs other related duties in accordance with instructions from team members.

2.2. Travel Management

• Maintains and regularly updates travel plans and budget amounts to provide an accurate overview of the Program’s travel budget, which includes liaising with other Office staff for their input;
• Provides updated reports of the team and Executive Director’s Assistant;
• Communicates with travel agency to obtain estimated fares and calculates per diems;
• Requests the issuance of visas by contacting the appropriate Embassy and prepares supporting travel documents;
• Responsible for formatting, distribution and filing of trip reports;
• Provides respective travel agency invoices; and
• Assist in reconciling travel expenditures for all team members and submits them for authorization and payment.

2.3. Workshops and Events

• Liaises with members of other host organizations to coordinate logistical arrangements for workshops that take place in different countries;
• Liaises with Administration & Finance staff and AfWA’s travel agency personnel and other outside agencies regarding venue, travel, hotels, and with Catering Services staff for provision, room organization and logistics;
• Liaises with and assists project/program partners consultants as required to ensure smooth functioning of activities;
• Coordinates and disseminates all internal and external material, including publicity and background documents for local and international IDRC events; coordinates appropriate mailings or distribution;
• Prepares training kits or information packages and sends material to participants in a timely manner; and
• Coordinates registration process and acts as contact person for the participants.

4. Experience and qualifications

1. Bilingual Assistant
2. Excellent communication skills, both written and oral in English and at least fair in French.
3. Good organisational skills to analyse, take initiatives and complete work to deadlines.
4. Be computer literate with proven skills in the use of common software for text processing, framework, and presentation. Acquaintance with data base management software would be an advantage.
5. Spirit of initiative and integrity excellent qualities of oral and written expression, and also in the interpersonal relationships
6. Excellent control of written and spoken English and be able to work in English and French.

 5. Required documentation

• Letter of Motivation
• Detailed Curriculum vitae in English and/or French.

Applications to be sent before August 20^th, 2018 to the following address : stages@afwa-hq.org

AFRICAN WATER ASSOCIATION (AfWA)/ASSOCIATION AFRICAINE DE L’EAU (AAE)

Riviera Palmeraie – Rond point, place de la renaissance-Immeuble SODECI-2^ème étage

25 BP 1174 Abidjan 25 Côte d’Ivoire /Tél. : + 225 22 49 96 11/+ 225 22 49 96 13

Fax + 225 22 49 23 30