Programmes Management Assistant

Summary

The Programmes Management Assistant plays a vital role in facilitating the daily operations of humanitarian field initiatives and managing essential project records. Collaborating closely with programme managers, this position ensures that relief efforts are executed promptly, accurately, and to the highest quality standards. The incumbent is instrumental in streamlining administrative processes, monitoring progress, and maintaining the integrity of documentation to support effective intervention delivery.

Responsibilities

• Oversees the day-to-day coordination of humanitarian activities in the field.

• Manages project documentation and assists leadership in guaranteeing the timely execution of relief programs.

• Develops and updates activity work plans, schedules, and budget-versus-actual reports consistent with approved project frameworks.

• Serves as a liaison between field teams, logistics, finance departments, and external partners to secure necessary resources, transport, and supplies.

• Generates weekly, monthly, and quarterly progress reports and field updates for management and donors, while organizing programme meetings, coordination forums, and stakeholder engagements to track action items.

• Tracks implementation progress against established targets and timelines, promptly identifying and reporting any delays, bottlenecks, or emerging risks.

• Maintains comprehensive filing systems, both physical and digital, for beneficiary registries, distribution logs, attendance records, and activity reports.

• Assists in beneficiary registration, verification, and distribution processes, ensuring strict adherence to humanitarian standards and organizational protocols.

• Facilitates the planning of field visits by coordinating logistics, obtaining security clearances, and managing travel arrangements.

• Adheres to core humanitarian principles, safeguarding measures, protection from sexual exploitation and abuse (PSEA), and do-no-harm guidelines across all operations.

• Executes additional tasks as assigned by the direct supervisor.