Programme Management Assistant
Posted:
Program Management Assistant
Main Purpose & Scope
The Program Management Assistant reports to and assists Project Leaders/Managers during the execution of projects. This role provides administrative, coordination, and reporting support to ensure projects are delivered on time, within scope, and within budget. The Program Management Assistant supports planning, documentation, communication, and day-to-day project operations across the entire project lifecycle.
Key Activities
Project Coordination & Support
- Assist in planning, scheduling, and coordinating project activities and milestones.
- Occasionally assist with the organization and delivery of effective online/in-person workshops and other events.
- Track project progress against plans and highlight risks or delays by updating the associated Risk Register and informing the established mitigation plan.
- Support preparation and follow-up of project meetings (agendas, minutes, action logs).
- Maintain project documentation, files, and version control.
Monitoring, Reporting & Administration
- Update project trackers, dashboards, and progress reports.
- Collect data from project teams and consolidate reports for management.
- Support budget tracking, purchase orders, invoices, and expense monitoring.
- Assist with contract administration and compliance documentation.
Communication & Stakeholder Support
- Act as a point of contact for internal team members and selected stakeholders.
- Support communication between project teams, suppliers, and partners.
- Ensure timely dissemination of project information and decisions.
Quality, Risk & Process Support
- Assist in identifying project risks, issues, and dependencies.
- Support quality assurance activities and adherence to project procedures.
- Help implement and maintain project management tools and templates.
General Support
- Provide administrative assistance to the Program Manager as required.
- Support multiple projects simultaneously when needed.
Qualifications & Experience Required
Education
Bachelor’s degree in Project Management, Business Administration, Management, or a related field (or equivalent experience) with 3+ years’ experience in project management or administrative assistance.
Experience
Experience in donor-funded, NGO, or development projects.
Technical Skills & Competencies
- Excellent multitasking skills, and strong organizational and time management skills.
- Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
- Familiarity with project management tools (e.g., MS Project) is an asset.
- Diplomacy, briefing, listening, and summarizing accurately.
- Dealing with sensitive and contentious information.
- Report writing skills.
- Adapt interpersonal skills to suit circumstances.
- Meet and greet high-profile partners (e.g., CEOs from Animal Health Companies).
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