About the Job
The Program Administration Officer provides high-quality administrative, coordination,
and support to the organization’s programs and senior leadership.
The role contributes to the effective planning, implementation, documentation,
and monitoring of multiple projects, while enabling the Executive Team to
operate efficiently through structured coordination, information management,
and timely follow-up.
The position
requires strong administrative capabilities, a high
level of efficiency and proactivity, and the ability to manage competing
priorities in a fast-paced development and public health environment. The role
involves regular interaction with internal and external stakeholders at all
levels and requires the ability to build and maintain strong, professional
working relationships.
The Program Administration Officer will have access to sensitive and confidential
information and is therefore expected to exercise the highest standards of
discretion, judgment, and integrity. This role offers an excellent opportunity
for an organized professional with strong communication skills who is motivated
to contribute to a dynamic, growing, and mission-driven organization.
Duties & Responsibilities
1. Program Coordination and Support
·
Provide day-to-day
administrative and coordination support across multiple program and research
projects.
·
Support program planning processes, including scheduling activities, meetings, workshops, and
field engagements.
·
Track project
workplans, milestones, deliverables, and action points; follow up with internal
teams and partners as required.
·
Maintain
well-organized program documentation, including workplans, reports, partner
agreements, correspondence, and donor files.
·
Support preparation
and submission of program reports, presentations, and briefs for internal and external
audiences.
2. Administration Support
· Provide direct
administrative and coordination support to the Executive Team, including
calendar management, meeting scheduling, and prioritization of commitments.
· Prepare briefing
notes, presentations, reports, and background documents to support executive
decision-making.
·
Coordinate senior
management meetings, leadership retreats, and board or governance-related
engagements.
·
Draft, format, and
circulate meeting agendas, minutes, and action trackers; follow up on agreed
actions.
·
Handle sensitive and
confidential information with professionalism and discretion.
3. Logistics, Operations, and Administration
·
Coordinate logistics
for meetings, trainings, workshops, and events, including venues, participant
communication, materials, and post-event follow-up.
·
Support travel
planning and logistics for staff and leadership, including itineraries and
documentation.
·
Assist with
procurement and administrative processes by preparing documentation, tracking
approvals, and maintaining records.
·
Support tracking of
program-related expenses and submission of financial documentation in line
with organizational procedures.
·
Support document
management, filing, and records management systems in compliance with
organizational and donor requirements.