To ensure the effective delivery of the programme, the team seeks a proactive and highly organized Programme Administrative Assistant to oversee key logistical and administrative components that enable smooth day-to-day operations, coordination, and knowledge exchange across teams and stakeholders. Purpose of the Role The Programme Administrative Assistant will provide critical support to the Thrivelands Programme team to ensure efficient administrative functioning, including travel and meeting logistics, procurement coordination, documentation, and stakeholder engagement.
Responsibilities:
Provide comprehensive day-to-day administrative support to the Thrivelands team, including scheduling meetings and tracking action points.
Assist in the coordination and logistical arrangements for internal and external meetings, field visits, learning exchanges, workshops, and events.
Manage internal documentation systems, including meeting minutes, and filing key programme documents.
Support the Programme Lead and the team in the preparation of briefing materials, presentations, and background documents.
Work with the team to develop detailed logistical plans for capacity building workshops, cross-learning forums, youth engagements, and multi-stakeholder consultations.
Provide on-site or virtual support during events, including participant registration, documentation, materials preparation, and feedback collection.
Support production and dissemination of event summaries, reports, and outcome documents.
Coordinate travel logistics (domestic and international), including flight bookings, accommodation, local transport, travel advances, and visa arrangements for staff and external stakeholders.
Develop and maintain a travel tracker for the programme team, ensuring timely and accurate documentation of travel approvals and reports.
Liaise with procurement, operations, and finance teams to ensure travel-related expenses are processed and reconciled efficiently.
Assist in drafting and reviewing requisitions for procurement of goods and services, including venue hire, catering, printing, and consultant contracts.
Support budget tracking and reconciliation of programme activity expenditures in coordination with the programme coordinator and the finance staff.
Maintain an up-to-date administrative budget tracker and flag any budgetary issues requiring action.
Assist in the logistical preparation and documentation of stakeholder consultations, partnership meetings, and co-design sessions in support of programme activities.
Maintain updated contact lists and communication records with government officials, community representatives, development partners, and other collaborators.
Support the organization of virtual and hybrid meetings, ensuring appropriate tools and platforms are set up, and that participants have all needed materials in advance.
Requirements:
Bachelor’s degree in business administration, project management, international development, environmental studies, or a related field.
At least 3 years of relevant experience in an administrative or programme support role within an international development, research, or environmental organization.
Demonstrated experience in travel logistics, meeting coordination, and event organization.
Strong organizational skills and attention to detail.
Excellent interpersonal and communication skills; comfort interacting with senior-level stakeholders.
Ability to multitask and work effectively under pressure, often in complex and fast-moving environments.
Proficiency in Microsoft Office Suite and virtual meeting tools (Zoom, Teams, etc.); familiarity with procurement or administrative systems (e.g., SAP, SharePoint) is an asset.
