Programme Operations and Administration Officer

ABOUT THE PROGRAMME

Africa’s population is growing rapidly, with young people forming an increasing share of the workforce. Yet job creation has not kept pace, leaving millions - particularly young women - without access to stable, dignified livelihoods due to barriers such as limited education, social norms, and unpaid care responsibilities.

At the same time, Africa’s health sector is expanding and presents a powerful opportunity to create sustainable livelihood pathways. This programme focuses on transforming community-based health work into respected, viable career pathways for young people, especially women. Starting in Kenya, Ethiopia, Burkina Faso, Tanzania, and Malawi, the programme aims to professionalise community health workers, create dignified employment, and strengthen systems - contributing to both youth livelihoods and healthier communities.

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)

1. Operational Excellence

• Timely and accurate maintenance of trackers, documentation, and systems
• Efficient administrative and logistical support across programme activities

2. Data & Reporting Support

• High-quality, complete, and well-organised reporting inputs and documentation
• Adherence to reporting timelines and formats

3. Compliance & Process Discipline

• Up-to-date procurement, financial, and partner administration records
• Strong adherence to organisational and donor compliance standards

4. Coordination Effectiveness

• Timely follow-up on actions and deliverables
• Clear and structured communication across teams

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