TERMS OF REFERENCE FOR PA
Nigeria: Programme Assistant [PA]
Job Category: NON-PROFIT ORGANISATION [ENTRY-LEVEL]
Requisition Number: JASAN-ABJ-PA-12122024
A. DESCRIPTION
- About this Opportunity:
Under the direction of the Programme/Communications Officer [PCO] and/or the President, the Programme Assistant [PA] provides operational and administrative assistance to the PCO, the Programmes Team and the Management Team. He performs a variety of programmatic, administrative, coordination, logistical, and ancillary duties and responsibilities in furtherance of the operations of JASAN Foundation, particularly with respect to programmes & project conceptualisation, development, management, execution, monitoring, evaluation, and reporting.
The PA is responsible for providing support to the team members throughout the planning and implementation of the Organisation’s programmes; and is a key player in supporting their team members day-to-day. The duties will generally include communicating between programme participants and managerial staff, creating and updating programme schedules and assisting in the developing, planning and managing programmes and programme events efficiently and within budget.
The PA will work primarily with support from the PCO as well as the JASAN Foundation “Advisory Director, Development & Strategy [ADDS]” and reports to the PCO.
The ideal candidate will possess a personable nature and enjoy meeting new people. This is an important quality as it would enable them to make meaningful connections with programme participants and encourage participation in the programmes JASAN Foundation offers. They should have excellent verbal and written communication abilities, which would enable them to draft programme documents and speak with participants in person or over the phone. Further, the ideal candidate should know how to use one or more software programs to create schedules and organise participant information. In-depth knowledge of international development, legal practice and the judiciary is essential.
B. THE POSITION
- Position Summary:
– Programme Management Support
– Financial Management Support
– Administrative Support
– Knowledge Building and Knowledge Sharing Support
1.1 Programme Management Support
Provide programme and administrative support to the programme team in the preparation of various programme documents, such as work plans, budgets, reports and proposals on programme implementation arrangements.
1.2 Financial Management Support
Prepare required budget revisions, project status, determination of unutilised funds, operational and financial closure of the project; support the programme team in the financial management of the projects; as well as in the tracking of and reporting on mobilised resources particularly from stakeholders and donors.
1.3 Administrative Support to the Programme Team
Provide general administrative support to the programme team in the organisation of events, meetings and workshops, etc.; make travel arrangements; draft non-substantive correspondence; ensure safekeeping of confidential materials; and prepare presentation material/slides in Power-point for presentations.
1.4 Knowledge Building and Knowledge sharing Support focusing on achievement of the
following results:
Participation in the trainings for the operations/ projects staff on programmes; and contributions to knowledge networks and the communities of Legal Practice Business [LPB].
- Key Responsibilities:
2.1 Provide comprehensive administrative support [including without limitation responding to emails and answering calls, compiling and sending bulk mailings, proofreading and
making copies of documents],
2.2 Preparing documentation for grants, as well as letters, reports, and other documentation as may be required from time to time,
2.3 Work with the programme team to plan, execute, oversee and assess programmes and events [provide support for programme activities, such as preparing materials and resources, coordinating logistics, and communicating with participants],
2.4 Maintain accurate and up-to-date programme records and data as well as perform other clerical tasks as needed,
2.5 Collaborate with internal teams to ensure programmes align with organisational goals and objectives,
2.6 Managing online resources as well as perform industry research to stay up-to-date with best practices and inform the development and enhancement of programmes,
2.7 Assist with programme outreach efforts, such as social media and email marketing campaigns – as well as maintain and update the Foundation’s website, and all strategic communications platforms,
2.8 Managing the Programme/Office Teams’ calendar and sending out reminders of impending appointments – Organises regular team meetings and conference calls/videoconferences, often over different time zones, including the preparation and distribution of documents and providing the necessary technical devices,
2.9 Schedule travel arrangements for executives and team members as well as coordinate any logistical issues as well as making reservations for various off-site business meetings,
2.10 Assist with budget management and reporting, as well as processing payments for vendors and suppliers,
2.11 Attending staff meetings and taking minutes, 2.12 Acting as a liaison between different departments and relaying internal emails to staff,
2.13 Acknowledges receipt of correspondence and documentation in the absence of the PCO, management and/or leadership,
2.14 Coordinates the translation, proofreading and editing of documents as required,
2.15 Enters pipeline information and Project Information Memorandum (PIMs) and generates reports as required,
2.16 Assist team members for inputting and editing rolling project completion reports (rPCRs),
2.17 Assist in the coordination of the rPCR process by tracking their completion for the programmes, scheduling interviews as necessary and e-filing the final document,
2.18 Assists in the orientation of new employees, research Award Recipients, research fellows and consultants by providing them with the necessary documents and materials for orientation,
2.19 Performs other related duties in accordance with instructions from team members, and
2.20 Reserving equipment and conference rooms for presentations and in-office meetings. - Strategic Responsibilities:
a. Administrative & Travel Management
i. Supports the maintenance of confidential records with respect to Programme and Communications.
ii. Acts as the main contact person during the absence of the PCO and team members.
iii. Prepares the preliminary versions of correspondence to be signed by the PCO, President, relevant team members, and/or other management/leadership personnel.
iv. Following-up on relevant issues and emergencies with respect to Programme and Communication – Liaises with relevant employees, officers, partners, and stakeholders as required.
v. Maintains and regularly updates travel plans and budget amounts to provide an accurate overview of the Programme’s travel budget.
vi. Provides updated reports to the PCO and advises the PCO on projected overruns.
vii. Assists in procurement of relevant travel documents for team members, management team and the members of the Board of Trustees [BoT] as required from time to time.
viii. Responsible for formatting, distribution and filing of trip reports.
b. Workshops and Events
i. Takes second chair to the PCO on workshops/events participation and coordination.
ii. Liaises with members of other host organisations, Grant Officers and other outside agencies to coordinate logistical arrangements [e.g. venue, accommodation, etc] for workshops that take place in different states or countries.
iii. Liaises with and assists project recipients and consultants as required to ensure smooth functioning of activities, projects and programmes.
iv. Coordinates and disseminates all internal and external material, including publicity and background documents for local and international engagements; and coordinates appropriate mailings or distribution.
v. Prepares training kits or information packages and sends materials to participants in a timely manner; and
vi. Coordinates the registration processes and acts as contact person for the participants.
c. Supervision
i. Direct supervision: the position does not require the direct supervision of any employee.
ii. Indirect supervision: acts as a resource person for law students [undergraduate & law school], scholarship award recipients, mentors and mentees, consultants and casual help, amongst others as required.
C. QUALIFICATIONS & REQUIREMENTS
- University Degree (or equivalent) in Law [LL.B, BL], English, Business or Public Administration or related field [work experience within the legal system is an advantage].
- Minimum of 3 years of progressively responsible experience in programme/project management or event planning and administrative support, preferably in the non-profit sector.
- Strong organisational/time-management skills, and proper compositional practices.
- Excellent, polite, clear and compelling communication skills, both written and verbal.
- Fluency in English is required [working knowledge of another language is an advantage].
- Ability to multitask effectively in a fast-paced environment and pay close attention to details.
- Proficiency in Microsoft Office and other relevant software.
- Excellent interpersonal skills /Capable of working independently and as part of a team.
- Strong inclination for customer service.
- Creative thinking.
- Excellent phone etiquette.
- Most importantly, a deep commitment to JASAN Foundation’s vision, mission, and values.
D. LANGUAGE SKILLS
Fluency in English required. Proficiency in other Nigerian languages will be an advantage.
E. TRAVEL
Travel may be up to 30%.
F. WORK ENVIRONMENT
Remote work environment at the time of hire. In-office work options available and standard office
work environment in the future when appropriate to facilitate.
G. APPLICATION INSTRUCTIONS
Are you qualified and ready to join a world class organisation? Please submit a resume and cover letter to email address below on or before Tuesday, 31st December 2024.
JASAN Foundation is an equal opportunity employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment.
Due to the number of inquiries that JASAN Foundation receives, we thank all candidates for their interest yet only those who are selected for an interview will be contacted.