The Programme Assistant reports directly to the Head of the Field Office. As a team member, the Programme Assistant provides support in the organization and delivery of programme activities/ projects carrying out a range of office support and administrative functions.
Within delegated authority, the Programme Assistant will be responsible for the following duties:
Programme Support
Produce documents, publications, and correspondence across the Education, Culture, and Communication and Information sections in complete and final form.
Search, locate, compile, review and update information and data used in the development of documents, work plans, and budgets.
Ensure accuracy and compliance with the approved amounts; enter data in, and run reports from, automated systems in order to support the preparation of regular and ad-hoc budgetary/ financial updates, reporting on programme/ project delivery, statistics and/ or projections for use and scrutiny by the supervisor(s) or responsible manager.
Organize official meetings, events, and workshops by booking venues and equipment and providing other related logistical support.
Produce regular and ad-hoc reports on outstanding commitments and follow-ups and alert team members of outstanding payments, timeframes, and bottlenecks.
Determine the importance and priority of documents received and follow-up, draft correspondence and emails; review, proofread and edit outgoing correspondence according to standard practices and protocol ensuring proper grammar, spelling, and punctuation; recommend changes/ corrections, and handle arrangement for translations of documents.
General Administration
Provide administrative support for fundraising initiatives.
Prepare a variety of administrative documentation using examples or templates.
Initiate administrative procedures and ensure follow-up, including payment follow-up, in collaboration with the respective unit heads.
Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work.
Perform general administrative tasks such as leave and attendance recording; maintain files (both paper and electronic) and databases for the work unit and assist in providing software and office equipment support.
Provide administrative support for the events; collate/ format information and data for presentation in final form; inform participants; organize the distribution of documentation; collect minutes/ information/ documentation and prepare associated documentation.
Receive, analyze, sort, register, and distribute correspondence and documents; update and maintain large distribution lists and process requests for data and reports. Provide guidance to short-term/ temporary staff on general office processes and procedures, automated systems, computer applications, etc.
Programme logistic support
Organize official travel in conjunction with meetings, events, and workshops; make travel arrangements; track and prepare itinerary and agenda; facilitate travel by providing/ clarifying information and preparing the necessary documentation such as visa applications.
Maintain information systems and databases in both physical and electronic media by recording, updating, and retrieving information, documentation, and data. Assist in the preparation of presentation materials using appropriate technology/software.
Respond to inquiries and follow up on routine outstanding matters; route information and queries as appropriate; provide information to supervisor(s) and colleagues; make appointments, receive visitors and take telephone calls, answering inquiries and/or referring them to the specialist/ service concerned.
Liaise with various internal services to obtain additional information/ clarifications.
