Programme Operations and Administration Officer

POSITION SUMMARY The Programme Operations & Administration Officer ensures efficient day-to-day programme operations, administrative excellence, and compliance support across the multi-country programme. The role provides critical support to the Programme Manager and country teams by maintaining systems, coordinating processes, and enabling smooth execution of programme activities. The Officer is responsible for operational execution and administrative coordination, ensuring that programme teams have the tools, information, and logistical support needed to deliver effectively. KEY RESPONSIBILITIES Programme Operations Support Support day-to-day programme operations across countries through structured tracking and follow-up Maintain programme workplans, trackers, and operational tools in coordination with the Programme Manager Support programme start-up, implementation, and close-out processes, ensuring documentation completeness and compliance Follow up on action points, timelines, and deliverables across teams Operational Systems & Documentation Maintain programme dashboards, trackers, shared drives, and document repositories Ensure consistent use of templates, version control, and filing systems Support preparation and formatting of reports, presentations, and documentation Reporting & Data Consolidation Support Compile and organise inputs from country teams and partners for reporting Support quality checks, formatting, and completeness of reports before submission Maintain reporting schedules and documentation archives Administration & Logistical Management Coordinate logistics for meetings, workshops, field missions, and events Support travel arrangements, visas, accommodation, and per diems Provide administrative support for programme governance meetings and engagements Procurement & Vendor Administration Support procurement processes in line with organisational and donor policies Maintain procurement trackers, vendor records, and documentation Facilitate administrative aspects of contracting and vendor onboarding Financial Administration Support Support tracking of expenditures and activity budgets in collaboration with finance teams Ensure completeness and organisation of supporting documentation for financial transactions Assist with reconciliation processes and administrative financial follow-ups Grants & Partner Administration Support Support administrative processes for partner grants and sub-awards (documentation, tracking, follow-ups) Maintain partner compliance documentation and records Assist in partner onboarding and due diligence processes HR & People Operations Coordination Coordinate recruitment logistics (scheduling, documentation, communication) with HR Support onboarding, staff transitions, and administrative HR processes Maintain personnel documentation and track key HR-related actions Communication & Internal Coordination Support Facilitate structured communication and information flow across programme teams Support scheduling, agenda preparation, and follow-up documentation Track action items and ensure timely updates across teams KEY PERFORMANCE INDICATORS (SUCCESS MEASURES) - Building the right platform and creating lasting impact Operational Excellence Timely and accurate maintenance of trackers, documentation, and systems Efficient administrative and logistical support across programme activities Data & Reporting Support High-quality, complete, and well-organised reporting inputs and documentation Adherence to reporting timelines and formats Compliance & Process Discipline Up-to-date procurement, financial, and partner administration records Strong adherence to organisational and donor compliance standards Coordination Effectiveness Timely follow-up on actions and deliverables Clear and structured communication across teams Qualifications Education and Experience Bachelor's degree in Business Administration, International Development, Project Management, or related field Minimum 4 - 6 years of experience in programme operations, administration, or coordination roles Experience supporting multi-country or multi-partner programmes preferred Familiarity with procurement, finance processes, and donor compliance requirements Knowledge, Skills and Competencies Strong organisational and administrative skills Attention to detail and documentation quality Operational discipline and process orientation Effective coordination and follow-through Strong communication and interpersonal skills Problem-solving and adaptability High level of integrity and professionalism