Program Assistant

How will you fight for an AIDS-free generation?

The Programme Assistant is responsible for the coordination of specialized and complex processes and activities in support of the delivery of the Country Office's work Programme, planning and budgeting activities. He/she provides procedural guidance to Programme Managers and staff in the following fields:

1. Programme Management Support
2. Financial Management Support
3. Administrative Support
4. Grant management
5. Support knowledge

No two days are alike at EGPAF, but what can you expect in this role?

Key Responsibilities and Accountabilities

Programme Management Support

• • Provide programme and administrative support to the programme team in the preparation of various documents, such as work plans, budgets, reports and proposals on programme implementation arrangements.
  • Under the guidance of the supervisor, assemble briefing materials and prepare power-point and other presentations for the programme unit.
  • Identify sources, and gather and compile data and information for the preparation of documents, guidelines, and other material as required.
  • Assist the programme team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking.
  • Help the team in providing guidance to the country and project offices on routine implementation of the project, tracking use of financial resources.

Financial Management Support

• • Prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of the project.
  • Create requisitions in GPS for receipt of goods and services, including making budget check for requisitions, POs and vouchers.
  • Support the programme team in the financial management of the project.

• • Organize, compile and process information from the donor as well as from the programme team, and keep track of the information through databases and e-filing.
  • Support the programme team in the tracking of and reporting on resources.

Administrative Support to the Programme Unit

• • Provide administrative support to the programme team in the organization of events, meetings and workshops, etc.
  • Make travel arrangements for the programme team and project staff, including preparation of travel requisitions and claims.
  • Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
  • Create and maintain files of correspondence/documents and electronically received information, and ensure up-to- date filing. Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.
  • Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.
  • Work and exchange information with internal counterparts to support effective collaboration, implementation and monitoring of ongoing project activities.
  • Support communication and activities with local partners, NGOs and government institutions.

Compliance review, monitoring and Grant support

• • Participate in developing compliance review plans with Grant Manager and ensure they are properly implemented.
  • Facilitation and execution of compliance review for each partner.
  • Facilitation and execution of risk assessment on annually bases to and pre award assessment to new partners.
  • Tracking and ensuring all outstanding compliance findings are addressed and resolved in a timely manner.
  • Advice technical leader on the audit requirement for all sub grantee under the respective portfolio
  • To ensure sustainable technical relationship between EGPAF and the sub recipient.
  • Monitors sub recipient performance to ensure compliance with the terms and conditions of award.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• • Participation in the trainings for the operations/ projects staff on Program
  • Contributions to knowledge networks and communities of practice.