Senior Programme Administrator at Gatsby Africa

Overview of Responsibilities
Administrative Support

• Consult with supervisors to oversee sector activities, ensuring alignment with established work plans and budgets.
• Collaborate with colleagues to improve efficiency in the planning and execution of joint activities.
• Manage and regularly update the sector activity calendar, which includes travel arrangements, meetings, and events.
• Monitor sector budgets and assist in processing payments and invoices.
• Support the branch operations lead by keeping both operational and program teams updated on key decisions and actions.
• Track transfer pricing information related to team travel across different geographical areas (GA).

Logistical Support

• Provide logistical support for all sector activities, ensuring compliance with organizational policies and adherence to lead times.
• Interact with the procurement system to generate Requisition Forms (REQs) on PSF and follow up on Purchase Orders (POs).
• Load all program invoices into the system and forward them to the finance department for processing.
• Collaborate with the finance department to ensure timely payment processing and keep program teams updated on the payment status.

Meeting and Workshop Coordination

• Assist in organizing and executing meetings, workshops, events, and visits.
• Prepare presentations, training, and workshops, ensuring necessary resources.
• Send invitations to participants in consultation with sector teams.
• Provide in person team logistics support during stakeholder meetings and engagement activities.
• Attend program quarterly review meetings and ensure timely planning and coordination of activities.

Documentation Management and Communication Support

• Create, manage, and organize program documents, reports, and records, ensuring easy access and retrieval of information.
• Establish and maintain a filing system for the sector portfolio including maintaining a database of PowerPoint slides, papers and other materials used by the various facilitators.
• Facilitate effective communication within the program team and with stakeholders, ensuring timely dissemination of information, updates, and announcements.
• Draft, review, and respond to routine office correspondence as needed. Ensure appropriate routing and timely follow-up for all incoming and outgoing communications.
• Reply to standard inquiries and draft responses to various types of correspondence.

Person Specification
Competencies and Attributes

• Practical skills in one or more of our programmatic areas - Water, Textiles & Apparel,
• Commercial Forestry, Aquaculture and Livestock
• Ability to plan and manage work effectively
• Ability to build trusted internal and external relationships
• Ability to communicate confidently, clearly and with conviction
• Ability to prepare activity reports and presentations

Experience and Qualifications

• Bachelor’s degree in social sciences or equivalent relevant field
• At least 3 years' professional experience in a similar role
• Experience providing programme logistics support
• Experience in drafting programme documents and presentations
• Computer literacy: Microsoft Office, especially Word, Excel, Outlook and PowerPoint
• A minimum qualification of an undergraduate degree or diploma
• Project management, presentation skills and communication skills are required