Programme Associate

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.