Programme Associate at The Science for Africa Foundation

JOB PURPOSE

The Programme Assistant provides operational and administrative assistance to the programme staff, performs a variety of administrative, coordination and logistical services in support of the operations of the Programme, and assists with information management for the team.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Programme Support 

• Provide programme and administrative support to the programme team in the preparation of various programme documents, such as work plans, budgets, reports, and proposals on programme implementation arrangements. 
• Provides administrative support to the Programme team and supports in meeting scheduling, including support in follow up on actions and deadlines.
• Assist the team by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries. 
• Assist other team members in preparing and formatting documents, including PowerPoint presentations, in liaison with the communications department. 
• Develops and maintains an efficient filing system for the team, including assistance in processing calls for proposals as required. 
• Liaises and communicates with other teams and external stakeholders on various activities as may be requested. 
• Organizes regular team meetings and conference calls/video-conferences, often over different time zones, including the preparation and distribution of documents and providing necessary technical devices. 
• Takes minutes of regular team meetings and other meetings with the assistance of and coordination from programme managers as required. 
• Performs other related duties in accordance with instructions from team members. 

Travel and Events Management 

• Manage the programme travel and events calendar in liaison with programme staff. 
• Works with the travel and events staff to process the internal travel requisition for programme staff before events / travel. 
• Working with the travel staff, advise the program team members of visa requirements and assist in compilation of required documents. 
• Responsible for formatting, distribution, and filing of trip reports. 
• Reconcile travel expenditures for all team members and submits them for authorization and payment.

Workshops and Events 

• Liaises with members of other host organisations and the internal travel and events Officer to coordinate logistical arrangements for workshops and events. 
• Liaises with the Events and Travel Officer and other outside agencies regarding venue, travel, hotels, and catering services when necessary.  
• Works closely with the Communications team to disseminate all internal and external material, including publicity and background documents for local and international SFA Foundation events. Coordinates appropriate mailings or distribution. 
• Coordinates registration process and acts as contact person for the applicants.

PERSON SPECIFICATIONS

• Bachelor’s degree in biological sciences, social sciences, Business Administration or its equivalent from a recognised institution.
• At least 1–3 years’ experience supporting programs in non-profit organisations. 
• Proven working experience, programme coordination.