Program Assistant

Key Responsibilities 

• Assist Program Officers in preparing all necessary documentation related to program activities, in line with Program Finance Processes and Procedures manual, including grant agreements, contracts, purchase orders, travel Letters, budget reallocations, project extensions and/or amendments, project completion reports, and the regular project completion reports and project summaries.
• Prepare and process program documentation including grant agreements, contracts, purchase requisitions, purchase orders, travel authorizations, travel letters, project extensions, amendments and close-out documentation.
• Lead in the preparation of contracting documents which include P-REQs, PRFs, Project Closure Sheets, and draft contracts in CLM and travel letters.
• Support the project in activity implementation as may be required through field travels, registration and preparation of participant’s attendance lists and participant payment forms
• Coordinate logistics for meetings, workshops, trainings and field activities, including participant registration, travel arrangements and payment documentation.
• Coordinate procurement and logistics for program activities, including sourcing quotations, preparing procurement documentation, arranging vehicle hire, and liaising with vendors in compliance with organizational procurement policies.
• Facilitate timely procurement processes by obtaining competitive quotations, maintaining procurement records, following up with suppliers, and ensuring goods and services are delivered in accordance with approved specifications and timelines.
• Assist the line manager in scheduling program meetings, attend and take detailed notes as required.