Projects Assistant

Role Overview

This position works hand in hand with the Project Officer to turn approved project plans into delivered activities, keeping schedules, trackers, and stakeholder commitments moving in step. Sitting at the centre of a health-focused institution, the role connects internal departments, external partners, consultants, and suppliers so that meetings happen, resources arrive on time, and progress is documented accurately. It matters because the organisation's ability to meet its project milestones — and to account for them credibly — depends on the discipline and follow-through this role provides every day.

Key Responsibilities

• Develop and keep current the project schedule, work plan, activity calendar, and milestone trackers, updating progress against agreed deliverables on a regular cycle.
• Organise meetings, workshops, and other project engagements — including invitations, logistics, and agendas — and record minutes, decisions, and action points.
• Track actions assigned to responsible colleagues and partners, chasing outstanding items and reporting status back to the Project Officer.
• Draft routine project correspondence, briefs, presentations, and periodic progress reports for internal and external audiences.
• Coordinate with hospital departments, external partners, consultants, and suppliers to confirm that people, materials, and services required for activities are available when needed.
• Follow up on procurement requests, deliveries, and contracted services, flagging delays to the Project Officer as they arise.
• Maintain the project risk and issues register, documenting dependencies and constraints, and monitoring agreed mitigation actions through to closure.
• Gather and file performance data and supporting evidence, keeping records organised so that reviews, evaluations, and audit checks can be completed without gaps.

Requirements & Qualifications

• Bachelor's degree in Project Management, Healthcare Management, Business Administration, Public Health, Health Systems Management, or a closely related discipline.
• A minimum of two to three years' relevant experience in project administration or coordination, healthcare programmes, development projects, or a comparable field.
• Demonstrated hands-on experience with project documentation, progress reporting, activity coordination, and engagement with multiple stakeholders.
• Strong organisational skills and the ability to hold several workstreams and deadlines in view at once.
• Clear written and verbal communication, with confidence drafting reports, briefs, and correspondence for varied audiences.
• Comfort working with schedules, spreadsheets, and tracker tools to record and monitor project data accurately.
• Added advantage: a diploma or professional qualification in Project Management.
• Added advantage: certification such as CAPM, PRINCE2 Foundation, PMP, or an equivalent credential.
• Added advantage: prior exposure to a healthcare, NGO, faith-based, or institutional working environment.