| Detail | For this role |
|---|---|
| Department | NGO and Social Sector |
| Level | Entry level |
| Reports to | Programme Officer |
| Direct reports | None |
| Experience | Fresher or up to 3 years in admin or support |
Programme Assistant job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Programme Assistant
Department: NGO and Social Sector
Reports to: Programme Officer
Location: [City], [office, branch or site]
About the role
A Programme Assistant provides administrative and logistical support to a programme team. They arrange travel and materials, maintain records and files, enter data, take meeting notes, and follow up on pending tasks. The role reports to the Programme Officer or Programme Coordinator. A good programme assistant keeps the programme's paperwork, logistics and data in order, follows up until things are done, and frees the field team to focus on delivery rather than admin.
Key responsibilities
- Arrange travel, venues, materials and refreshments for programme activities.
- Maintain programme files, records and consent forms in order.
- Enter activity and beneficiary data and keep trackers up to date.
- Take notes in team meetings and circulate the action points afterwards.
- Follow up on pending tasks, approvals and documents until they are closed.
- Support procurement of programme materials and keep stock records.
- Prepare simple reports and formats for the programme team.
- Coordinate schedules, meetings and appointments for the whole programme team.
- Handle petty cash and expense records for field activities.
- Respond to routine queries and help new staff settle in.
Requirements
- Graduate in any stream
- Good MS Office and typing skills
- Local language fluency
- Fresher or up to 3 years in admin or support
KRAs and KPIs for a Programme Assistant
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Logistics | Activity logistics arranged on time with no event delayed for support gaps |
| Records | Programme files and data kept complete and current at all times |
| Data entry | Activity data entered accurately within the agreed turnaround |
| Follow-up | Pending tasks and documents closed within the agreed time |
| Petty cash | Petty cash and expense records reconciled with no mismatch |
| Support | Team requests handled promptly with no repeated reminders needed |
Skills and tools
Tools used day to day: MS Excel and Word, Activity trackers, Petty cash register, Email, Smartphone for data.
Reporting line and career path
Next roles: Programme Officer, Programme Coordinator, Field Coordinator
Interview questions for a Programme Assistant
- How do you organise logistics for a training that fifty people will attend?
- How do you keep programme records and data complete during a busy month?
- How do you handle petty cash and keep the accounts correct?
- How do you prioritise when several team members need help at once?
- How do you follow up on a pending approval without being pushy?
- Tell me about a time your support made an event run smoothly.
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What does a programme assistant do?
A programme assistant provides administrative and logistical support to a programme team. They arrange travel and materials, maintain records and files, enter data, take meeting notes, handle petty cash, and follow up on pending tasks. They keep the programme's paperwork and logistics in order so the field team can focus on delivery.
How do you become a programme officer from a programme assistant?
A programme assistant grows into an officer by learning the programme content, taking on field activities, and building relationships with communities and partners. Showing initiative beyond admin, keeping strong records, and taking a postgraduate qualification such as an MSW all help. Many field programme staff start as assistants and move up with experience.
What qualifications do you need to be a programme assistant?
Most programme assistants are graduates in any stream with good MS Office and typing skills. Local language fluency helps for field support. Employers look for strong administration and coordination, accurate data entry and record keeping, careful petty cash handling, and reliability in following up on pending tasks. It is a common entry into programme work.