Key Duties and Responsibilities

Program Administrative Management:

Oversee and manage all arrangements, including outside logistics related to conferences and workshops under the REGAIN program.

Oversee and manage processes related to meeting management, including budget preparation and approval, drafting meeting memos, procuring services, managing funds transfers and DSA payments, processing payments for goods and services, reconciling payments, and following up on payment and vendor management.

Maintain a real-time record of ongoing projects and those in the pipeline.

Maintain a database of contacts, including addresses, telephone numbers, and other relevant information about institutions that the unit deals with.

Maintain a robust online filing system for the REGAIN Program.

Oversee a comprehensive range of administrative responsibilities, including calendar management, travel arrangements, local transport management, invoice processing, and providing support and training to staff on AGRA's administrative systems and processes.

Manage the audit process alongside the internal audit team by providing supporting documents and collaborating with teams to respond to internal and external audit recommendations.

Oversee the Team Central Audit system and follow up with the team on pending issues.

Coordinate communications by collaborating with communication teams for promotion, monitoring, evaluating, and organizing high-profile meetings through meticulous attention to detail and proactive communication.

Relay, respond to, and reroute general requests for information and electronic communication, facilitating liaison with implementation teams as necessary.

Identify, compile, and extract information from files, publications, databases, and other sources, either on related initiative or as directed by the unit.

Collaborate with the POD Team to ensure optimal use of office equipment, supplies, and inventories through preventive maintenance.

Maintain up-to-date leave plans and travel records for the unit.

Team Meeting Management

Provides timely information on relevant materials and updates regarding planned travel and meetings.

Take notes and prepare meeting reports.

Manage administrative duties in organizing meetings and tracking contract deliverables.

Procurement Management

Initiate procurement requests, raise requisitions, follow up on payment processing, review reimbursable invoices, and validate supporting documents.

Onboard service providers/consultants on AGRA processes and aligning milestones with payment disbursements.

Initiate contract amendments – drafting the amendment memos and justification for submission to procurement.

Align and monitor service providers’ achievements against targets as per the REGAIN program.

Reporting:

Provide support to oversight by assisting technical officers in reviewing progress reports on AMIS and Oracle.

Maintaining shared spreadsheets to track program administrative expenses.

delivers together with the Lead – Program Management Office the preparation of donor reports, board reports, and AGRA annual and quarterly reports.

Key Qualifications and Experience Required

Bachelor’s degree in project management, Business, Management, Public Administration, Communication, or any related area.

Project Management certification would be an added advantage.

Proficiency in Microsoft Office Suite and familiarity with project management tools.

Proven track record of supporting multiple executives simultaneously.

Strong understanding of corporate operations and executive-level communication.

Exhibits the ability to effectively coordinate logistical arrangements for conferences and workshops, manage comprehensive meeting processes including budget preparation, approval, and procurement of services, and ensure timely communication of relevant updates regarding travel and meetings.

Demonstrates exceptional ability to prioritize and manage multiple tasks simultaneously and has strong attention to detail and accuracy.

ability to anticipate needs and proactively resolve issues. Discretion and confidentiality in handling sensitive information.

Excellent time management skills and ability to meet deadlines.

Ability to effectively manage program activities while demonstrating proficiency in procurement processes to ensure timely and cost-effective acquisition of resources and services.

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with project management and collaboration tools.