Programs Administrative Assistant

Responsibilities 

Administrative Support: 

• Support the dynamic operations of the Programs Team by working directly with the Programs Manager and assisting in the role of Programs Reporting Officer. 

• Manage the department's administrative tasks, provide support to the programs team, and collaborate with field offices to ensure timely and accurate report submissions. 

• Assist in coordinating and implementing various program activities, including WASH, Healthcare, Education, Orphan Sponsorship, and Emergency Relief initiatives. 

• Organize and maintain program documentation, ensuring all records are current and compliant with internal and donor requirements. 

• Provide logistical support for program events, training sessions, and field visits. 

• Assist the Programs Manager with scheduling, correspondence, and calendar management related to program activities. 

Reporting Officer Role: 

• Oversee the completion and timely submission of project reports from 15 field offices. 

• Ensure that all reports are comprehensive, adhere to organizational guidelines, and maintain high quality standards. 

• Compile and prepare consolidated reports for internal and external stakeholders, including donors, partners, and senior management. Assist in developing various reports such as annual reports, Ramadan reports, and impact reports. 

• Ensure compliance with donor requirements and support the customization of reports to meet specific donor needs. 

• Collaborate with the Monitoring and Evaluation (M&E) team to gather necessary data for reports and assessments. 

Qualifications: 

• Bachelor’s degree in international relations, political science, public health, social sciences or a relevant field. 

• Minimum 3 years’ experience in administrative roles, preferably in the non-profit sector, experience working in report writing, monitoring and evaluation. 

• Familiarity with WASH, Healthcare, Education, and Emergency Relief programming is highly preferred. 

Operational Skills: 

• Strong organizational and time-management skills with the ability to manage multiple tasks simultaneously. 

• Excellent written and verbal communication skills. 

• Detail-oriented with a high degree of accuracy in report preparation. 

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) 

• Open to training on internal programs systems 

• Ability to work independently and as part of a team, especially with diverse, geographically dispersed teams. 

• Flexibility and adaptability to work in a fast-paced environment.