Programme Support Assistant at Trade Mark East Africa

Job summary

The job holder will provide comprehensive support in the preparation of status and progress reports for key stakeholders, as well as collect, review, and analyse project performance data for both internal and external reporting. This role also involves offering administrative and logistical assistance to the Director of the Programme Delivery Hub and Head of Planning and Information Management and contributing to the continuous improvement of programme and project cycle management processes. Additionally, the Assistant will participate in developing, updating, and rolling out project management guidelines and tools, support the consolidation of best practices, and facilitate regular communication between programme teams to enhance PCM practices.

Roles and responsibilities

•  Assist in the preparation of progress reports for PIM, PDH, management and other stakeholders as required.
•  Support the collection and analysis of project performance data for internal and external progress reporting.
•  Provide administrative and logistical support such as scheduling PDH management and departmental meetings and missions, drafting documents, maintaining records, follow up, working with the Senior
• Director, Programme Delivery Hub and Head of Planning and Information Management.
•  Review and align project document filing to facilitate programme reviews, assessments and audits and contribute to the continuous improvement of programme and project cycle management tools, templates, and processes.
•  Assist in problem-solving and facilitate corrective measures in areas of underperformance, support PDH planning and budgeting for central programme activities.
•  Support the consolidation and replication of good project management practices across the organisation.
•  Support regular engagement and communication between PDH and programme teams, regional and country, to promote synergies and improved PCM practice.
•  Coordinate project closure activities to distil good practices and ensure that lessons learned are documented.

Corporate Level Responsibilities

•  Apply the highest standards of controls and risk management practices and behaviours and embed a positive risk and control culture.
•  Demonstrate prudence, sound judgement and appropriate and timely escalations in management of all types of risk (including fraud risk) applicable to my role.
•  Understand and comply with the relevant end-to-end processes including applicable risks and controls.
•  Seek to identify, understand and escalate risk events/incidents/ issues on a timely basis focusing on fixing root-causes and taking ownership of identified mitigating actions.
•  Complete all relevant mandatory trainings within the stipulated timelines.
•  Participates in regular informal and formal reflection, knowledge sharing and learning events.
•  Documents and promotes lessons learned and best practices for knowledge sharing and learning.
•  Promote and adhere to TMA’s core values and ensure compliance with organisational policies and procedures.
•  Maintain zero tolerance to bribery, fraud and corruption, and ensure the immediate reporting of any corruption or suspect behaviour that threatens TMA’s reputation.
•  Adhere to the safeguarding policies and procedures and immediately report any safeguarding concerns
•  Any other related responsibilities that may be assigned by the line manager from time to time
•  From time to time be required to provide support to TradeMark Africa's wholly owned subsidiary, Trade
• Catalyst Africa, as would be communicated by the line manager. When this happens, the specific task(s) will be reflected in the OKR (Objective Key Results) and assigned to the task(s) manager.

Academic and professional qualifications

•  A Diploma in a relevant discipline such as: Information Technology, International Development; Social sciences; Political science; Economics; Public or business administration/management or a Secondary School certificate

Work experience

•  For Diploma holders, at least two years of relevant work experience.
•  For Secondary school leaving certificate at least five years’ relevant experience
•  Hands-on experience in the use of relevant MS Office applications, preparation of financial statements and management reports.

Technical skills and behavioural competencies

•  A high level of proficiency in written English with the ability to draft reports.
•  Proficiency in MS Office applications.
•  Excellent team-working and inter-personal skills with the ability to build good working relationships.
•  Highly analytical, organized, conscientious, with high attention to detail.
•  Strong planning and organising skills, ability to prioritise and pay attention to detail.

Risks associated with the position
 Likelihood of making a mistake due to experience and juggling multiple tasks.