Program Assistant Full Time

Job Summary

Program Assistant is responsible to provide program and administrative support to ensure efficient operation of the GESI and ER&P Departments, support the Board Member overseeing these two Departments through a variety of tasks related to office organization and management, communications, events organization, meeting management support etc. and be responsible for confidential and time sensitive materials.

Duties and responsibilities

• Manage and maintain the Board Member’s calendar including scheduling appointments, internal/external meetings, and conference calls.
• Support in the coordination of the Board Member’s and the Department’s teams travel itineraries, flights, hotel accommodation, rental car, and other travel needs.
• Draft and edit correspondence, communications, presentations, and other documents on behalf of the Board Member and the team.
• Produce and distribute correspondence memos, letters, faxes and forms etc. to the respective offices and partners
• Secure appropriate signatures and track partnership and other program documents through the approval process on behalf of the Board Member and the Departments’ teams.
• Receive phone calls and guests visiting the Board Member’s office and Departments’ Teams.
• Provide assistance and support to the Board Member on various issues such as new employee onboarding and introductions to the rest of the NEBE teams, The Board Member’s calendar planning and staff communication etc.
• Prepare agendas for meetings, briefing materials and presentations and write meeting minutes to support the Board Member and when required the Department teams.
• Coordinate with appropriate Departments to ensure the Board Member’s and Departments’ teams and their offices has sufficient supplies of stationaries, office materials etc.
• Assume responsibility for the completion of purchase requisitions for materials, supplies, equipment, repairs and other pertinent transmittals for the Office/ Board Member’s Office and the two Departments.
• Support the Board Member, the two Departments and when required the wider NEBE in the coordination of events, workshops, reviews, training, etc.
• Maintain up to date record keeping and filling system for the Board Member and as required the two Departments.
• Manage relevant appointments, respond to minor enquiries,
• Establish ways of working systems for efficient and effective handling of program and administrative support to the Board Member and the Department Teams.
• Perform additional assignments as delegated by the Supervising Board Member.