Program Assistant at Pathfinder International

Job Purpose

• The dedicated Program Assistant will provide administrative, logistical, and programmatic support for effective project implementation.
• The position will assist with coordination of activities, documentation, reporting, engagement with stakeholders/Champions, meeting logistics, and activities retirement across target locations.

Key Performance Areas
Program Coordination and participation - 25%:

• Track and update AIM-MNCNH activities across 16 states using approved trackers and templates.
• Works with project teams to prepare manuals, documents, reports, presentations and other tools, and reviews and updates the materials. Help staff source reference materials.
• Participates in cross-functional project teams
• Provides advice and support to meet key internal and external deadlines and supports country teams in their success at the project level
• Follow up with state focal persons, TWGs, partners, and advocacy champions on agreed actions and commitments.

Activities and Events Coordination and Scheduling - 25%:

• Coordinates all planning, bookings and logistics for activities and events, including the agenda, calendar, materials, registration with the participants and travel, both domestic and international, including lodging, transportation and meeting accommodations
• Support implementation of advocacy strategies focused on reducing maternal and newborn mortality.
• Coordinate logistics for meetings, advocacy events, partner engagements, and virtual sessions.

Reporting and Documentation - 25%:

• Compile weekly, monthly, and quarterly reports on project activities and achievements.
• Sets up and maintains files and forms in compliance with legal guidelines. Processes invoices for the functional area for submission to Finance for payment.
• Manages filing, storage and tracking of hardcopy and electronic content and support templates and ensures availability of current information on related subjects. Proactively works to improve recordkeeping in a complex portfolio of projects with a high volume of programmatic and technical information.
• Document lessons learned, best practices, and support knowledge-sharing sessions among state teams.

Database Management, Collection and Analysis - 15%:

• Collate state-level data and update Action Plan Trackers, DHIS summaries, and RMNCHN activity records.
• Support staff with developing and formatting project reports and presentations.
• Assist staff in reviewing and analyzing data, helping to prepare internal and external project reports

Communication & Visibility - 10%:

• Support the Knowledge Management Advisor and Senior Communication Officer in coordinating media engagement, document success stories, newsletters, social media content, and policy dissemination.

Required Education, Training and Experience

• Prefer: Bachelor’s degree, or a combination of education and experience that yields the minimally required key competencies.
• Professional language skills in English
• At least one year of experience in program coordination, report writing, logistics management, administrative support, and project implementation.
• Prefer: Experience living and/or working in a developing or low-income development setting.
• Experience supporting health projects, preferably RMNCH, MNCH, or advocacy programs.
• Experience in program coordination, administrative support, or project management.
• Experience working with NGOs, development partners, or donor-funded projects.
• Demonstrated proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

Minimally Required Job-Specific Competencies:

• Recordkeeping: Foundational knowledge of organizing, filling and maintaining documents according to policy and procedures.
• Database Management, Data Entry and Reporting: Foundational knowledge of data entry and creation of reports. Ability to use and maintain databases. Ability to prepare reports to support projects.
• Knowledge of Advocacy and MNCH programs
• Travel, Meetings and Events Coordination: Ability to plan and coordinate activities, events, travel and meetings.
• Support for Engagement: Advocacy and stakeholder engagement support
• Data and Materials Maintenance: Ability to review, edit, update and finalize program materials.
• Data Collection: Ability to develop and format instruments for data collection for project or program according to prescribed procedures.

Minimally Required Organizational Competencies:

• Sexual and Reproductive Health and Rights Services: Foundational knowledge of MNCH, practices and services of assigned project and program.       
• Software Applications: Foundational skills using MS Office products, including MS Word, Excel, Outlook, and PowerPoint.
• Languages: Ability to speak, read and write professionally in English
• Customer Service: Highly motivated to add value in project management and administrative oversight.
• Organization, Planning and Multi-tasking: Advanced organizational and planning skills. Foundational project planning and project management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented, and ability to manage stress effectively in a fast-paced environment
• Matrix Management: Ability to thrive in a matrixed organization where roles may vary slightly based on needs of the project portfolio and organization. Flexible and adaptive approach to working.
• Confidentiality: Proven ability to maintain confidentiality on work-related issues.

Other Information:

• Travel required (No less than 30%)
• Uses cellular and desk phone, laptop, or desktop computer.