Job Summary

The Program Assistant is responsible for providing general administrative, logistical, and clerical support functions in order to ensure that program services are provided in an effective and efficient manner. S/he will assist the Community Services Department with coordinating non-training activity registrations, action tracking, handling all note-taking and record-keeping duties, including handling incoming correspondences, sorting and forwarding to the AD or Chief of Party (COP) or for distribution to the entire team. Provide general support on a variety of activities including obtaining research or documents, tracking clearances for Department documentation and letters, and providing general support across a range of activities in the Department.

Duties and Responsibilities

● Organizes project files including tracking clearances and signatures on letters for Department documentation

● Supports meeting management for in-person and online meetings (invitations, confirmation of space and participants, etc.)

● Supports biometric registration of participants at non-training activities of the Department

● Obtains documents, reports, etc. as requested

● Conducts basic research activities, including review of literature, research, etc.

● Requests and controls for Department stationery and tools

● Prepares written project documents, templates, and tools

● Performs other duties as assigned

Requirements

● Diploma-level certificate in Health-related field, Communications, or Social Sciences; Bachelor’s degree preferred

● Minimum of three (3) years of specialized (PEPFAR) work experience; work with an International NGO is preferred

● Demonstrated ability to coordinate administrative and logistical support activities

● Prior experience as a program coordinator preferred

● Excellent verbal and written communication skills

● Working knowledge of Microsoft software (Excel, Word, PowerPoint), Google platforms (Docs, Sheets, Drive, Calendar), and WhatsApp

● Knowledge of customer care service principles and practices