Position Summary
The Senior Program Assistant will provide technical, administrative, and coordination support to
the Programs Department. The incumbent will contribute to project design and development,
proposal writing, donor reporting, monitoring and evaluation, documentation, stakeholder
engagement, and implementation of program activities. The position plays a key role in ensuring
quality program delivery and compliance with organizational and donor requirements.
Key Responsibilities
1. Program Development and Proposal Writing
- Conduct research on donor priorities, funding opportunities, and sectoral trends.
- Support the development of project proposals, concept notes, logical frameworks, work
plans, and implementation strategies.
- Assist in project design, needs assessments, baseline studies, and situational analyses.
- Coordinate technical inputs from relevant departments during proposal development.
- Ensure proposal documents comply with donor requirements and organizational
standards.
- Support the preparation, review, and monitoring of project and program budgets in
coordination with the Finance Department, ensuring alignment with project activities,
donor requirements, and organizational policies.
2. Program Coordination and Implementation
- Support the planning, implementation, and monitoring of projects and programs.
- Coordinate with project teams, consultants, partners, and stakeholders.
- Assist in organizing workshops, trainings, meetings, conferences, and field missions.
- Prepare agendas, meeting minutes, action trackers, and follow-up reports.
- Monitor implementation progress and support timely completion of planned activities.
3. Reporting and Documentation
- Prepare and compile weekly, monthly, quarterly, and annual program reports.
- Support the preparation of donor reports, project updates, and progress reports.
- Maintain accurate and organized documentation and filing systems.
- Ensure proper archiving of project records, reports, and correspondence.
4. Monitoring, Evaluation, Accountability, and Learning (MEAL)
- Assist in collecting, verifying, and analyzing project data.
- Support monitoring activities and performance tracking against project indicators.
- Contribute to progress reporting, lessons learned, and best practice documentation.
- Assist in developing data collection tools, reporting templates, and monitoring
frameworks.
5. Knowledge Management and Communications
- Assist in preparing success stories, case studies, newsletters, brochures, and
communication materials.
- Support the development and dissemination of knowledge products.
- Maintain project databases and information management systems.
- Contribute to organizational visibility and documentation of achievements.
6. Administrative and Operational Support
- Provide administrative support to the Programs Department.
- Coordinate logistics for meetings, workshops, trainings, and field activities.
- Liaise with Finance, Human Resources, Procurement, and Administration departments as
required.
- Support compliance with organizational policies, procedures, and donor requirements.
