REF. HR/08/2023 

Job Purpose

The Programme Assistant will work with and provide administrative support to the members of the programme team in the implementation of the programme.

Key Responsibilities

Programme Management

• Assist in coordinating the implementation of the programme with other stakeholders.
• Support the programme team on various administrative and logistical tasks as per the work plan.
• Assist programme staff during surveys, planning and implementation especially in preparing the logistics including annual conferences, trainings, and visiting delegations.
• Provide effective support to the Programme team in organizing programme meetings, appointments for the programme staff and take minutes during meetings as required.
• Ensure efficient filing of programme documentation and manage the programme’s Electronic Document Management System
• Assist the Project Officers in data collection, data entry and data cleaning/verification.
• Support in compiling periodic reports on the status of the programme on a need’s basis
• Assist in documenting and sharing relevant information and lessons learnt with programme staff.
• Develop trackers and tables for planning and monitoring upcoming tasks and responsibilities.
• Track all documents through stages of development.

Office management

• In charge of all the office administration duties including office inventory management to ensure an efficient operation of the office
• Effectively liaise with both external and internal stakeholders and provide timely and smooth flow of information and appropriate communication within the programme office.
• Coordinate and facilitate requests related to venue requirements, works orders, travel requests and materials for publications.
• Maintain contract details of all programme assets/resources.
• Maintain an up-to-date list of contact details of service providers, monitor renewal of existing service contracts, and verify and check that services are provided efficiently.
• Receive incoming mail and invoices and direct them to the appropriate team members.
• Keep a record of inbound and outbound mail.
• Ensure the cleanliness and the good disposition of the programme office.

Qualifications

• Bachelor’s degree in Social Science, Human Resource, Business administration, or any other relevant field.
• At least 4 years of leading program administrative activities in a development program setting
• Prior experience working as a Programme Assistant in a relevant field
• Strong administrative skills, organizational skills, and attention to detail.
• Proficient with computer technology and Microsoft Office

Role Competence

• A proven capability to provide gainful insight and practical and pragmatic solutions to programme challenges with a bias towards action and resolving issues quickly.
• Good analytical and critical thinking skills, Problem-solving, judgment and decision-making skills.
• Strong oral and written communication skills
• Excellent negotiation, time management and problem-solving skills

Behaviour

• Professional and pleasant demeanor to meet with programme stakeholders
• Sharp attention to detail with an extraordinary ability to multitask.
• Reliable and diligent worker
• Able to sit, stand and move around for long hours at a time
• Able to work both independently, efficiently, and effectively as well as in collaboration with people at various levels and from different backgrounds.
• Able to work under pressure and manage time effectively.
• Ability to accept accountability, results oriented approach to achievement of objectives.
• Have a sense of urgency and attention to detail.
• Positive, energetic self-starter with a high level of personal drive and resilience

Terms: 18-month contract, 3-month probation and 1-month notice period