Programmes Administrator at ICS- SP Africa

Purpose of function

The programmes administrator is able to provide administrative and programme support to Director, and will closely work with senior management team. The programmes administrator will often act as the Director’s first point of contact with people from both inside and outside the organization.

Roles and Responsibilities

• Programmatic
  • Research and prepare materials on programme development, advocacy and resource mobilization for a wide range of audiences, including target beneficiaries, government stakeholders , implementing partners and donors , staff and others;
  • Serve as the primary point of contact for the office of the director, routing external and internal programme, advocacy, finance , resource mobilization requests as appropriate to the appropriate staff;
  • Assist staff members with special projects as needed, such as coordinating field and donor visits and event planning.
  • Preparation of research papers, briefing notes, reports, policy documents, presentations and proposals for consideration as required.
• Administrative
  • Creation and maintenance of a contact management system, meeting scheduling, event planning and support,
  • Devising and maintaining office systems, including data management and managing electronic and paper based filing systems for projects and donors
  • Manage calendar, scheduling, travel, reservations, and expense reports for the director
  • Attending meetings with the Director to take notes or dictation at meetings and provide general assistance during presentations;
  • Organizing and maintaining Director diaries and making appointments
  • Dealing with incoming email/mails as directed, often corresponding on behalf of the Director as agreed
  • Organizing and attending meetings and working closely with other team members to assure the
  • Director’s preparation for meetings, presentations or other engagements.
  • To assist with budget management and take responsibility for monitoring of income and expenditure

Qualifications and skills

• Degree in business management, development studies or related studies
• Proficiency in MS Office
• Excellent verbal and written communication skills.
• Project management experience
• Demonstrated ability to compose correspondence, agendas, minutes, and reports,
• Demonstrated capacity to “present” in meetings and to speak in public will be highly regarded
• Highly developed interpersonal, negotiating and problem solving skills
• Strong organizational skills and a demonstrated capacity to manage multiple project work
• Trustworthy with impeccable moral standards
• Discretion and confidentiality in handling business, personal, and family information with the highest level of confidence.