Program Assistant

Job Purpose

• The Program Assistant works with and provides support to the members of the program team in the development and implementation of the program.
• The Program Assistant will provide effective support and assistance to the team to ensure smooth program implementation in line with Zizi Afrique Foundation rules and regulations.
• The Program Assistant will be the Assistant to the Director of Programs.

Key Responsibilities / Duties / Tasks

Program Management Support 

• Provide program and administrative support to the Director of Programs in the preparation of various program documents, such as work plans, budgets, reports, and proposals on program implementation arrangements.
• Under the guidance of the Director of Programs, assemble briefing materials and prepare power-point and other presentations for the program unit.
• Identify sources and gather and compile data and information for the preparation of documents, guidelines, organizational reporting, and other material as required.
• Assist the program team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking.
• Help the team in providing guidance on routine implementation of the project, tracking use of financial resources and progress against set targets.
• Report writing.
• Act as liaison between the Director of Programs and the various programs.

Administrative Support to the Program Unit and the Director of Programs

• Provide administrative support to the program team in the organization of events, meetings, and workshops, etc.
• Manage the calendar and schedule of the Director of Programs.
• Make travel arrangements for the program team and project staff, including preparation of travel requisitions.
• Create requisitions in Approval max for receipt of goods and services, including making budget check for requisitions, POs, and vouchers.
• Draft non-substantive correspondence.
• Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
• Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.

Supports knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on program.
• Contributions to knowledge networks and communities of practice

Academic Qualifications

• Bachelor’s degree in Education, Economics, Social Science, Statistics, or any other relevant field.
• Professional Qualifications / Membership to professional bodies
• Project Management Professional (PMP)
• Previous relevant work experience required.
• At least 4 years of leading program administrative activities in a development program setting.
• Strong administrative skills, organizational skills, and attention to detail.
• Proficient with computer technology and Microsoft Office applications
• Ability to plan and organize program activities and events.
• Knowledge of working in donor funded projects is desirable.
• Must have good writing and analytical skills.
• In addition to Microsoft Excel, the incumbent should demonstrate fluency in the use of at least one other data analysis and visualization tool.