Programme Operations and Administration Officer

POSITION SUMMARY  

• The Programme Operations & Administration Officer ensures efficient day-to-day programme operations, administrative excellence, and compliance support across the multi-country programme. 
• The role provides critical support to the Programme Manager and country teams by maintaining systems, coordinating processes, and enabling smooth execution of programme activities. 
• The Officer is responsible for operational execution and administrative coordination, ensuring that programme teams have the tools, information, and logistical support needed to deliver effectively. 

KEY RESPONSIBILITIES  

Programme Operations Support  

• Support day-to-day programme operations across countries through structured tracking and follow-up 
• Maintain programme workplans, trackers, and operational tools in coordination with the Programme Manager 
• Support programme start-up, implementation, and close-out processes, ensuring documentation completeness and compliance 
• Follow up on action points, timelines, and deliverables across teams 

Operational Systems & Documentation 

• Maintain programme dashboards, trackers, shared drives, and document repositories 
• Ensure consistent use of templates, version control, and filing systems 
• Support preparation and formatting of reports, presentations, and documentation 

Reporting & Data Consolidation Support  

• Compile and organise inputs from country teams and partners for reporting 
• Support quality checks, formatting, and completeness of reports before submission 
• Maintain reporting schedules and documentation archives 

Administration & Logistical Management 

• Coordinate logistics for meetings, workshops, field missions, and events 
• Support travel arrangements, visas, accommodation, and per diems 
• Provide administrative support for programme governance meetings and engagements 

Procurement & Vendor Administration  

• Support procurement processes in line with organisational and donor policies 
• Maintain procurement trackers, vendor records, and documentation 
• Facilitate administrative aspects of contracting and vendor onboarding 

Financial Administration Support  

• Support tracking of expenditures and activity budgets in collaboration with finance teams 
• Ensure completeness and organisation of supporting documentation for financial transactions 
• Assist with reconciliation processes and administrative financial follow-ups 

Grants & Partner Administration Support  

• Support administrative processes for partner grants and sub-awards (documentation, tracking, follow-ups) 
• Maintain partner compliance documentation and records 
• Assist in partner onboarding and due diligence processes 

HR & People Operations Coordination  

• Coordinate recruitment logistics (scheduling, documentation, communication) with HR 
• Support onboarding, staff transitions, and administrative HR processes 
• Maintain personnel documentation and track key HR-related actions 

Communication & Internal Coordination Support 

• Facilitate structured communication and information flow across programme teams 
• Support scheduling, agenda preparation, and follow-up documentation 
• Track action items and ensure timely updates across teams 

KEY PERFORMANCE INDICATORS (SUCCESS MEASURES) – Building the right platform and creating lasting impact  

Operational Excellence 

• Timely and accurate maintenance of trackers, documentation, and systems 
• Efficient administrative and logistical support across programme activities 

Data & Reporting Support  

• High-quality, complete, and well-organised reporting inputs and documentation 
• Adherence to reporting timelines and formats   

Compliance & Process Discipline 

• Up-to-date procurement, financial, and partner administration records 
• Strong adherence to organisational and donor compliance standards 

Coordination Effectiveness 

• Timely follow-up on actions and deliverables 
• Clear and structured communication across teams 

Qualifications

Education and Experience 

• Bachelor’s degree in Business Administration, International Development, Project Management, or related field 
• Minimum 4–6 years of experience in programme operations, administration, or coordination roles 
• Experience supporting multi-country or multi-partner programmes preferred 
• Familiarity with procurement, finance processes, and donor compliance requirements 

Knowledge, Skills and Competencies 

• Strong organisational and administrative skills 
• Attention to detail and documentation quality 
• Operational discipline and process orientation 
• Effective coordination and follow-through 
• Strong communication and interpersonal skills 
• Problem-solving and adaptability 
• High level of integrity and professionalism