Program and Administration Officer at Alliance for a Green Revolution in Africa (AGRA)

The Position

Program and Administration Officer Job Reference: PAO/ATO/01/2026

The Program and Admin Officer will ensure the smooth operations of the ATO, including coordinating with and backstopping the in-country program coordinators. The role supports the full grants management cycle for AATI-funded programs—including the grant-related documentation to support grants design, review, and monitoring of in-kind grants—ensuring timely donor and other reporting, processes adhere to AGRA’s policies and donor requirements. This role further contributes to efficient office operations, event coordination, information management, and reporting, thereby enhancing the overall performance and effectiveness of the CoE and its support to Agriculture Transformation Offices (ATOs).

Key Duties and Responsibilities:

• Coordinate day-to-day administrative, financial, and logistical functions of the CoE to ensure seamless implementation of planned activities.
• Support the development and tracking of workplans, budgets, and procurement plans to align with CoE and ATO priorities.
• Manage documentation workflows and filing systems to ensure easy retrieval and information integrity.
• Contribute to drafting and consolidating reports, presentations, and other internal or donor-facing documents.
• Support the design, preparation, and monitoring of in-kind grants and ensure compliance with AGRA’s grant management procedures.
• Facilitate internal reviews and quality checks on project and grant documentation before approval.
• Coordinate training, workshops, and learning programs.
• Act as the primary administrative liaison between the CoE, the AATI-supported AATIs, and other AGRA departments (Finance, HR, Procurement, Partnerships, Communications, M&E) to always ensure smooth running of ATO and CoE operations.
• Coordinate internal and external meetings, workshops, and missions, including scheduling, logistics, travel
  arrangements, and documentation.
• Support communication with ATO teams to monitor progress, follow up on deliverables, and ensure alignment of timelines.
• Build and maintain effective relationships with administrative focal points and program teams to strengthen coordination and information flow.
• Support internal communications, announcements, and dissemination of updates within the CoE.
• Ensure timely preparation of donor and other reports and processing of contracts, procurement requests, and expense reports in collaboration with relevant departments.
• Track implementation of grants and administrative activities, providing periodic updates and alerts on pending tasks.
• Maintain accurate and up-to-date databases and dashboards for grant tracking, deliverables, and performance indicators
• Support compliance monitoring by ensuring accurate documentation and audit readiness of grants and procurement records
• Draft and circulate minutes, action trackers, and follow-up matrices from meetings, ensuring timely closure of action points.
• Document and share lessons learned, success stories, and best practices from CoE operations and
  administrative processes.

Key Qualifications and Experience Required:

• Bachelor’s degree in Business Administration, Project Management, Development Studies, or related field from an accredited institution.
• An advanced diploma or postgraduate certificate in Administration, Grants Management, or Program Coordination is an added advantage.
• Familiarity with ERP or project management systems (e.g., SAP, Salesforce, or Asana) will be an asset.
• Certification in Project Management (e.g., PMP, PRINCE2), Office Administration, or Grants and Compliance Management is desirable.
• Minimum of 5 years’ experience in administrative, program coordination, or operations management roles within international or donor-funded organizations.
• Proven experience in grants management, reporting, compliance monitoring, and operational coordination.
• Strong record in supporting complex projects involving multiple partners and timelines.
• Experience in report preparation, data management, and stakeholder coordination.
• Demonstrated ability to manage competing priorities and meet deadlines under pressure.
• Demonstrate the ability to manage multiple administrative processes simultaneously while maintaining high standards of accuracy and timeliness.
• Effectively prioritize tasks, streamline workflows, and ensure administrative procedures are completed in accordance with organizational policies.
• Ability to align work plans, timelines, and deliverables with program objectives while ensuring proper documentation is maintained.
• Demonstrated ability to support the preparation of accurate, timely, and comprehensive reports in line
  with donor requirements and CoE performance reporting standards.