Overview
The Programme Assistant (G5) provides administrative, operational, and procedural support to a programme section, facilitating the implementation, monitoring, and delivery of programme results. The role ensures seamless coordination between technical teams, operations units, and external partners.
Key Responsibilities
- Support the preparation, implementation and monitoring of annual work plans (AWPs).
- Carry out transactions in SAP and ensure data accuracy, monitor project implementation, track expenditures, and process amendments.
- Assist in drafting inputs to programme reports, dashboards, and performance indicators.
- Liaise with programme and operations colleagues to resolve transactional or procedural issues.
- Facilitate processing of contracts (consultants, vendors, partnerships).
- Manage office calendars, coordinate team meetings, draft meeting minutes/reports and ensure proper filing.
- Maintain updated tracking systems for staff leave, absence, and team events.
- Prepare documentation for financial monitoring.
- Collect and facilitate processing of invoices and payment requests.
- Conduct quarterly physical verifications of office assets and update asset records.
- Update and validate partner contact databases, training participant lists, and consultant rosters.
- Provide travel support for team members.
- Support procurement of supplies, and office equipment management.
- Provide logistical and operational support for training sessions, workshops, and conferences.
- Assist in preparing background materials, agendas, and attendance records for events.
- Maintain well-organized document repository for knowledge sharing.
- Provide administrative and logistics support for onboarding new staff, interns, consultants.
- Support staff in navigating digital repository.
- Draft and edit internal communication and provides inputs to procedural guides.
- Utilize AI and data visualization tools.
- Maintain digital archives.
- Champion digital solutions and support colleagues in adopting new tools.
- Safeguard documents ensuring confidentiality and mitigate data risks.
- Support section during emergencies and/or surge assignments.
- Ensure business continuity by providing back-up support in the office when required.
Required Experience
- Minimum five years of relevant administrative or clerical work experience required.
- Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts.
Qualifications
Completion of secondary education is required.
