Position:                 Program Assistant

Reports to:              Project Coordinator/Senior Program Manager

Location:                  Peshawar/Islamabad, Pakistan 

Position Summary: Program Assistant (PA) will assist in managing documentations, beneficiary’s data management and record keeping. The positions will further facilitate daily and routine coordination between field and country office. The positions will help to maintain crucial project documents (hard and soft project data, beneficiary’s lists and important project documents) to track progress. PA will be responsible for assisting PC/Program Manager in developing weekly, monthly and quarterly work plans and regularly follow up with the staff members for getting project updates, noting deviation in plans and highlighting the lags and implementation issues to PC/Program Manager for further actions. PA will be responsible for maintaining all project documentation both in hard and soft form. PA will work closely with filed staff to develop program schedules, facilitate trainings, events and write instructional documents. PA will be responsible for liaising with different internal and external departments for smooth functioning of the project. S/he will closely work with finance and grants colleagues to clear all advances, fulfill compliance requirements, attendance sheets, event reports by providing support documents. PA will support in preparing monthly and quarterly progress reports.

Key Responsibilities:

• Keep informed of the project documents and any changes in the project documents and implementation approach for better support in the program planning.
• Maintaining record of all project documents in hard and soft form.
• Preparing/facilitating documentation for finance/grants for payments to vendors, suppliers, volunteers, CPD coaches, facilitators, mentors, government officials and others.
• Managing online resources, Box data
• Managing the PC’s/Program Manager’s calendar
• Attending staff meetings and taking minutes
• Maintaining office calendars and sending out reminders of impending appointments
• Preparing letters and reports as may be required from time to time
• Proofreading and making copies of documents
• Assisting in the planning and overseeing significant events 
• Assisting in managing the budget for special and routine events
• Acting as a liaison between different departments.
• Reserving equipment and conference rooms for presentations and in-office meetings.

Qualifications & Requirements:

This position demands dynamic individual with a good communication, inter-personal and analytical skills to achieve results in demanding and often difficult environments.

• Minimum Bachelor's degree and experience in a field related to humanitarian assistance, emergency response and development.
• Minimum of 3 years’ related working experience in administrative, program/project support functions and database management in development sector.
• Excellent time management skills
• Excellent interpersonal skills 
• Ability to do multitasking
• Excellent time management and strong organizational skills
• Familiarity with office equipment. 
• Polite, clear and compelling communication skills 
• Willingness and ability to travel