Program Assistant at Heifer International

The Job Function

• The Program Assistant will provide programmatic, administrative, operational and logistical support to program managers and teams, facilitating the effective execution of programs and projects. The Program Assistant will coordinate schedules, manage communications, and assist with various tasks to ensure programs run smoothly, allowing program managers to focus on strategic objectives. The Program assistant will support the Country Program team and frontline team members in facilitating quick responses to their needs including programmatic, desktop and field research, data management, report documentation, field monitoring and various duties as may be assigned. This role requires strong organizational skills, good communication and ability to be proactive.

Responsibilities

Programmatic Support

• Provide support to Program managers in managing project activities
• Assist in the planning, implementation, and evaluation of programs and projects
• Support the facilitation of weekly technical team meetings.
• Document and share minutes of weekly technical meetings with the team.
• Support the Signature Program Technical Lead with program and administrative assignment
• Maintain and update program documentation, including reports, schedules, and databases.

Stakeholder Coordination/Communication Support

• Liaise with Program partners as assigned to ensure deliverables and timelines are met.
• Document and regularly update stakeholder’s database.
• Communicate with stakeholders, clients, and team members to provide updates and gather feedback.
• Prepare and distribute meeting agendas and minutes

Data management

• Provide support to the monitoring and evaluation team to collate and enter field activity data.
• Support with the conduct of field and desk-top research to support program initiatives and decision making
• Support to finance and frontline team coordinating development of payment schedules

Administrative & Operational Support

• Collaborate with operations team to ensure frontline team receive the support they need.
• Work closely with operations team to support country level activities

Other Responsibilities

Undertake Any Other Tasks And Responsibilities As Assigned

• Maintain confidentiality of sensitive program information.
• Adhere to the organization's policies and procedures.
• Contribute to a positive and collaborative team environment.

Job Requirement

• Bachelor’s degree in agriculture or agriculture related field, social science, Business Administration, Project Management, or a related field.
• At least 2-3 years of experience in an administrative or support role, preferably in a program or project setting working with similar organization or in development sector
• Strong organizational and multitasking skills to manage various responsibilities effectively.
• Excellent written and verbal communication skills for interacting with diverse stakeholders.
• Strong computer literacy skills including Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, outlook)
• Attention to detail, timeliness and accuracy in completing tasks and documentation with ability to prioritize and meet deadlines.
• Ability to work independently and collaboratively in a team environment.

Key Behavioural Competencies

• Accountability
• Professional Excellence
• Humility
• Customer Orientation
• Empathy
• Innovation