Job Description: Programme Assistant (Bilingual English/French)

Position : : Programmes Assistant

Duration: Full-time

Job location: Kenya, Senegal, Cameroon, Zambia, Zimbabwe.

Start of service: as soon as possible

Job Summary: The Programmes Assistant provides essential administrative, logistical, and coordination support to the Programmes team across all regions, including East, Central, Southern, and Francophone Africa. This role is critical for the smooth planning and execution of PIN’s digital rights and inclusion programmes and events. The assistant will handle administrative tasks, support financial processes, assist in event organisation, and ensure clear communication within the multilingual team. Fluency in both English and French is mandatory for this role.

Reporting To: Senior Officer Programmes

Roles and Responsibilities:

Administrative & Logistical Support:

• Prepare and process financial documents, including payment vouchers, advance requests, and expense reports, with 98% accuracy for timely submission to Finance.
• Provide end-to-end logistical support for program events, workshops, and meetings (virtual and physical), including venue booking, travel arrangements, procurement of materials, and catering coordination.
• Maintain and organise the Programmes team’s shared files, databases, and records with 100% completeness and easy accessibility.
• Schedule and coordinate internal and external meetings, prepare detailed agendas, and document comprehensive minutes with action items.

Program Implementation Support:

• Assist Programmes Officers in preparing and formatting programme reports, concept notes, and presentation materials in both English and French with 95% accuracy
• Support programmes monitoring by tracking deliverables and alerting officers of potential delays 48 hours before.
• Support ecosystem monitoring by ensuring that specific regional developments are flagged out to the programmes team once every week for at least 5 African countries.
• Conduct preliminary research on programme-relevant topics, delivering summarised findings within agreed timelines.

Communication and Liaison:

• Provide accurate translation of programmes, communications, and documents between English and French with 98% linguistic accuracy
• Serve as.

Financial and Resource Coordination:

• Maintain a complete inventory of programmes assets and materials with monthly reconciliation
• Coordinate vendor payments and follow up on financial requests with a 100% completion rate

Key Performance Indicators (KPIs):

Administrative & Operational Support

• Process and submit all payment vouchers and advance requests to Finance within 24 hours of receiving complete documentation.
• Schedule and confirm meetings for programme teams at least 48 hours in advance.
• Circulate meeting minutes and action items within 24 hours after each meeting.

Programme & Event Support

• Provide logistical support for programme events, ensuring all required materials are prepared 3 days in advance.
• Compile and format programme reports for officer review according to agreed timelines.
• Track programme deliverables and alert officers of potential delays 48 hours before.

Communication & Stakeholder Management

• Acknowledge all internal and external communications within one business day.
• Deliver accurate bilingual translations of essential programme documents within the agreed-upon timeline.
• Disseminate programme information to all designated stakeholders according to the established schedule.

Research & Coordination

• Provide timely support to the research officer for at least one research project per quarter.
• Maintain the programme library and shared databases, ensuring all documents are filed correctly weekly.

Regional Logistics & Administration

• Process region-specific financial requests and advances within 48 hours of approval
• Coordinate regional travel arrangements for programme teams, with all details confirmed 3 working days before travel.
• Maintain regional asset inventories, with quarterly verification completed for each operational region.
• Ensure region-specific programme materials are replenished and available when stock reaches minimum levels.

Competencies:

• Bilingual Excellence: Superior written and verbal communication in English and French
• Precision: Exceptional attention to detail with 98%+ accuracy in all deliverables
• Organisation: Superior task management and prioritisation skills
• Punctuality: Consistent adherence to deadlines and timelines
• Tech Proficiency: Advanced skills in Google Suite, Microsoft Office, and project management tools
• Integrity: unwavering ethical standards and honesty
• Adaptability: Flexibility in managing changing priorities and requirements
• Team Collaboration: Strong partnership-building across regions and functions
• Initiative: Proactive problem-solving and anticipatory support
• Resilience: Ability to maintain performance under pressure

Education and Experience:

• Bachelor’s degree in Business Administration, Social Sciences, International Relations, or related field
• 2-3 years of administrative experience in an NGO or project environment
• Non-negotiable fluency in English and French (written and spoken)
• Experience with financial processes and event planning required

Note: This hybrid role requires residence in one of these locations: Kenya, Senegal, Cameroon, Lusaka, Zambia, or Zimbabwe.

Remuneration and Benefits:

Remuneration is between $11000 and $15000 gross annual salary, depending on bilingualism and years of experience. This remuneration package comprises gross yearly salary and reimbursements (housing, transportation allowance, pension, meal allowance, utility allowance, dependant allowance, communication allowance, and bilingual allowance).

Other benefits included are a 13th-month salary upon confirmation, paid vacation, training and development, birthday allowance, medical cover for self, spouse, and up to 3 children, dependent allowance, staff loan scheme, staff lunch, paid maternity leave, and paid paternity leave.

How to Apply:

You can submit your application via https://paradigminitiative.bamboohr.com/careers/52

The application closes on November 12, 20225, but the position will be filled as soon as we find the right fit. If you are the right fit, do not delay sending your application.

Submitting multiple applications for this job opening may reduce your chances of being shortlisted. Only shortlisted candidates will be contacted.

Paradigm Initiative is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.