Programme Operations and Administration Officer

Programme Operations and Administration Officer

POSITION SUMMARY

• The Programme Operations & Administration Officer ensures efficient day-to-day programme operations, administrative excellence, and compliance support across the multi-country programme.
• The role provides critical support to the Programme Manager and country teams by maintaining systems, coordinating processes, and enabling smooth execution of programme activities.
• The Officer is responsible for operational execution and administrative coordination, ensuring that programme teams have the tools, information, and logistical support needed to deliver effectively.

KEY RESPONSIBILITIES

• Programme Operations Support

• Support day-to-day programme operations across countries through structured tracking and follow-up

• Maintain programme workplans, trackers, and operational tools in coordination with the Programme Manager

• Support programme start-up, implementation, and close-out processes, ensuring documentation completeness and compliance

• Follow up on action points, timelines, and deliverables across teams

• Operational Systems & Documentation

• Maintain programme dashboards, trackers, shared drives, and document repositories

• Ensure consistent use of templates, version control, and filing systems

• Support preparation and formatting of reports, presentations, and documentation

• Reporting & Data Consolidation Support

• Compile and organise inputs from country teams and partners for reporting

• Support quality checks, formatting, and completeness of reports before submission

• Maintain reporting schedules and documentation archives

• Administration & Logistical Management

• Coordinate logistics for meetings, workshops, field missions, and events

• Support travel arrangements, visas, accommodation, and per diems

• Provide administrative support for programme governance meetings and engagements

• Procurement & Vendor Administration

• Support procurement processes in line with organisational and donor policies

• Maintain procurement trackers, vendor records, and documentation

• Facilitate administrative aspects of contracting and vendor onboarding

• Financial Administration Support

• Support tracking of expenditures and activity budgets in collaboration with finance teams

• Ensure completeness and organisation of supporting documentation for financial transactions

• Assist with reconciliation processes and administrative financial follow-ups

• Grants & Partner Administration Support

• Support administrative processes for partner grants and sub-awards (documentation, tracking, follow-ups)

• Maintain partner compliance documentation and records

• Assist in partner onboarding and due diligence processes

• HR & People Operations Coordination

• Coordinate recruitment logistics (scheduling, documentation, communication) with HR

• Support onboarding, staff transitions, and administrative HR processes

• Maintain personnel documentation and track key HR-related actions

• Communication & Internal Coordination Support

• Facilitate structured communication and information flow across programme teams

• Support scheduling, agenda preparation, and follow-up documentation

• Track action items and ensure timely updates across teams

• KEY PERFORMANCE INDICATORS (SUCCESS MEASURES) – Building the right platform and creating lasting impact

• Operational Excellence

• Timely and accurate maintenance of trackers, documentation, and systems

• Efficient administrative and logistical support across programme activities

• Data & Reporting Support

• High-quality, complete, and well-organised reporting inputs and documentation

• Adherence to reporting timelines and formats

• Compliance & Process Discipline

• Up-to-date procurement, financial, and partner administration records

• Strong adherence to organisational and donor compliance standards

• Coordination Effectiveness

• Timely follow-up on actions and deliverables

• Clear and structured communication across teams

Qualifications

• Education and Experience

• Bachelor’s degree in Business Administration, International Development, Project Management, or related field

• Minimum 4–6 years of experience in programme operations, administration, or coordination roles

• Experience supporting multi-country or multi-partner programmes preferred

• Familiarity with procurement, finance processes, and donor compliance requirements

• Knowledge, Skills and Competencies

• Strong organisational and administrative skills

• Attention to detail and documentation quality

• Operational discipline and process orientation

• Effective coordination and follow-through

• Strong communication and interpersonal skills

• Problem-solving and adaptability

• High level of integrity and professionalism

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