Job Description: Assistant Programs Manager

Job Title: Assistant Programs Manager

Department: Programs

Reports To: Programs Manager

Key Responsibilities

1. Project Planning & Implementation

• Assist in planning and execution of development and humanitarian projects.
• Prepare project implementation plans, work plans, activity schedules, and operational timelines.
• Coordinate with field officers to ensure timely implementation of project activities.
• Monitor project progress against approved plans and budgets.
• Identify implementation challenges and recommend practical solutions.
• Support emergency response activities whenever required.
• Ensure projects comply with organizational policies and donor requirements.

2. Program Coordination

• Coordinate with field officers regarding ongoing activities.
• Facilitate communication among Programs, Finance, Procurement, HR, and Feedback departments.
• Coordinate with hospitals, schools, government departments, implementing partners, and community stakeholders.
• Coordinate meetings with project teams and prepare minutes of meetings.
• Follow up on action points until completion.

3. Donor Reporting & Documentation

• Prepare high-quality narrative reports for donors.
• Compile monthly, quarterly, interim, and final project reports.
• Ensure reports accurately reflect project achievements, outputs, outcomes, and beneficiary data.
• Maintain project documentation, including:
• Case studies
• Success stories
• Beneficiary profiles
• Photographs
• Consent forms
• Attendance records
• Distribution reports
• Activity reports
• Review reports submitted by field teams for completeness and accuracy.
• Coordinate with donors regarding information requests and reporting requirements.

4. Proposal Development

• Assist in developing project proposals and concept notes.
• Conduct needs assessment surveys and background research.
• Prepare logical frameworks, implementation strategies, and work plans.
• Develop project budgets in coordination with the Finance Department.
• Contribute to donor mapping and funding opportunity identification.
• Support preparation of Expressions of Interest (EOIs) and grant applications.

5. Monitoring, Evaluation & Learning (MEL)

• Support monitoring visits to project locations.
• Review monitoring findings and prepare recommendations.
• Track project indicators and performance targets.
• Verify beneficiary data and supporting documentation.
• Maintain project databases and monitoring tools.
• Assist in impact assessments and lessons learned documentation.
• Ensure proper filing of monitoring reports.

6. Data Management

• Maintain project records in electronic and physical formats.
• Ensure accurate beneficiary databases.
• Verify data quality before donor submission.
• Prepare dashboards, summaries, and statistical reports.
• Analyze program data for management decision-making.

7. Financial & Budget Coordination

• Coordinate with Finance regarding project expenditure.
• Monitor budget utilization.
• Assist in reviewing financial reports.
• Verify invoices, quotations, procurement documents, and supporting evidence.
• Track project expenditures against approved budgets.
• Assist in budget revisions when required.

8. Procurement Coordination

• Coordinate procurement requests for project implementation.
• Prepare technical specifications where required.
• Follow procurement timelines.
• Coordinate with vendors and procurement teams.
• Ensure procurement documentation complies with organizational policies.

9. Field Monitoring

• Conduct regular field visits.
• Verify implementation quality.
• Meet beneficiaries and community representatives.
• Ensure project activities meet donor standards.
• Prepare field visit reports with observations and recommendations.

10. Communications & Visibility

• Coordinate with Communications Department for project visibility.
• Collect beneficiary photographs and videos.
• Prepare social media content related to project activities.
• Ensure donor branding guidelines are followed.
• Assist in preparing newsletters and organizational publications.

11. Stakeholder Engagement

• Develop positive relationships with:
• Donors
• Government departments
• Community leaders
• Implementing partners
• Healthcare facilities
• Educational institutions
• Attend coordination meetings and represent the organization professionally.
• Maintain effective communication with external stakeholders.

12. Compliance & Quality Assurance

• Ensure compliance with:
• Donor guidelines
• Organizational policies
• Procurement procedures
• Financial regulations
• Safeguarding policies
• Child Protection Policies
• Data protection standards
• Maintain confidentiality of beneficiary and donor information.

13. Administrative Responsibilities

• Prepare official correspondence.
• Draft letters, emails, and meeting agendas.
• Maintain project filing systems.
• Organize project documentation.
• Support event planning, workshops, and training.
• Prepare presentations for management and donors.

14. Other Responsibilities

• Perform additional duties assigned by the Programs Manager or Executive Management.
• Support organizational emergencies and humanitarian responses.
• Contribute to organizational learning and continuous improvement.