Program Assistant Job Description: Programme Support and Administration

The Program Assistant provides administrative and operational support to ensure effective delivery of programmes and projects. This role is suitable for organised candidates with strong communication skills, attention to detail and a desire to support cross functional teams.

Program Assistant Job Profile

The Program Assistant assists programme managers and project teams by coordinating day to day administrative tasks, tracking activity progress and maintaining accurate records. The role supports smooth programme operations by managing logistics, communications and routine reporting.

The postholder will act as a point of contact for internal stakeholders and external partners, helping to prioritise tasks and resolve administrative issues to maintain programme timelines and quality standards.

Program Assistant Job Description

The Program Assistant is responsible for executing clerical and coordination tasks that enable programme delivery. Typical duties include maintaining schedules, preparing meeting materials, coordinating events and supporting financial tracking under the guidance of programme leads. The role requires working across teams to gather information, prepare status updates and ensure documentation is current and accessible.

Work is carried out in an office environment and may involve occasional travel to meeting locations. The role demands accuracy, the ability to manage multiple tasks concurrently and effective communication with a range of stakeholders. The successful candidate will be expected to apply established procedures while contributing practical suggestions to improve administrative workflows.

Program Assistant: Duties and Responsibilities

• Coordinate meeting schedules, prepare agendas, and record minutes for programme and project meetings.
• Maintain and update programme documentation including workplans, action logs and contact lists.
• Support planning and logistics for workshops, training sessions and events, including venue and materials preparation.
• Monitor task progress and prepare regular status summaries for programme managers and stakeholders.
• Assist with basic budget tracking by compiling expenditure records and supporting invoice processing.
• Prepare and format reports, presentations and briefing notes to ensure clarity and consistency.
• Manage incoming correspondence and respond to routine enquiries in a timely manner.
• Coordinate travel arrangements and itineraries for programme staff where required.
• Ensure accurate filing, archiving and retrieval of electronic and physical documents.
• Collect and collate data for monitoring and evaluation activities and support data quality checks.
• Liaise with internal teams and external partners to arrange meetings and follow up on actions.
• Support procurement activities by preparing requisitions and maintaining vendor records as directed.
• Assist in onboarding temporary staff or consultants and provide administrative support to new joiners.
• Identify routine process improvements and report suggestions to programme managers for consideration.

Program Assistant: Requirements and Qualifications

• Secondary education completed; tertiary qualification in business administration, management or related field preferred.
• Minimum one year of administrative or programme support experience, ideally within a project or non profit environment.
• Strong organisational skills with the ability to manage competing priorities and meet deadlines.
• Excellent written and verbal communication skills, with attention to accuracy and clarity.
• Proven ability to prepare clear reports, minutes and correspondence.
• Good numerical ability and experience with basic financial tracking or budget monitoring tasks.
• Comfortable working with confidential information and maintaining accurate records.
• Strong interpersonal skills and the ability to liaise professionally with diverse stakeholders.
• Flexible approach to tasks and a willingness to support a range of administrative activities.
• Problem solving mindset with an eye for process improvement and practical solutions.
• Proficiency in common office software and comfortable learning new systems as required.
• Ability to work independently and as part of a team with minimal supervision.