The Position
Program and Administration Officer
Job Reference: PAO/ATO/01/2026
The Program
and Admin Officer will ensure the smooth operations of the
ATO, including coordinating with and backstopping the in-country program
coordinators. The role supports the full grants management cycle for
AATI-funded programs - including the grant-related documentation to support
grants design, review, and monitoring of in-kind grants - ensuring timely donor
and other reporting, processes adhere to AGRA’s policies and donor
requirements. This role further contributes to efficient office operations,
event coordination, information management, and reporting, thereby enhancing
the overall performance and effectiveness of the CoE and its support to
Agriculture Transformation Offices (ATOs).
Key Duties and Responsibilities:
- Coordinate day-to-day administrative, financial,
and logistical functions of the CoE to ensure seamless implementation of
planned activities.
- Support the development and tracking of
workplans, budgets, and procurement plans to align with CoE and ATO
priorities.
- Manage documentation workflows and filing
systems to ensure easy retrieval and information integrity.
- Contribute to drafting and consolidating
reports, presentations, and other internal or donor-facing documents.
- Support the design, preparation, and monitoring
of in-kind grants and ensure compliance with AGRA’s grant management
procedures.
- Facilitate internal reviews and quality checks
on project and grant documentation before approval.
- Coordinate training, workshops, and learning
programs.
- Act as the primary administrative liaison
between the CoE, the AATI-supported AATIs, and other AGRA departments
(Finance, HR, Procurement, Partnerships, Communications, M&E) to
always ensure smooth running of ATO and CoE operations.
- Coordinate internal and external meetings,
workshops, and missions, including scheduling, logistics, travel
arrangements, and documentation. - Support communication with ATO teams to monitor
progress, follow up on deliverables, and ensure alignment of timelines.
- Build and maintain effective relationships with
administrative focal points and program teams to strengthen coordination
and information flow.
- Support internal communications, announcements,
and dissemination of updates within the CoE.
- Ensure timely preparation of donor and other
reports and processing of contracts, procurement requests, and expense
reports in collaboration with relevant departments.
- Track implementation of grants and
administrative activities, providing periodic updates and alerts on
pending tasks.
- Maintain accurate and up-to-date databases and
dashboards for grant tracking, deliverables, and performance indicators
- Support compliance monitoring by ensuring
accurate documentation and audit readiness of grants and procurement
records
- Draft and circulate minutes, action trackers,
and follow-up matrices from meetings, ensuring timely closure of action
points.
- Document and share lessons learned, success
stories, and best practices from CoE operations and
administrative processes.
Key
Qualifications and Experience Required:
- Bachelor’s degree in Business Administration,
Project Management, Development Studies, or related field from an
accredited institution.
- An advanced diploma or postgraduate certificate
in Administration, Grants Management, or Program Coordination is an added
advantage.
- Familiarity with ERP or project management
systems (e.g., SAP, Salesforce, or Asana) will be an asset.
- Certification in Project Management (e.g., PMP,
PRINCE2), Office Administration, or Grants and Compliance Management is
desirable.
- Minimum of 5 years’ experience in
administrative, program coordination, or operations management roles
within international or donor-funded organizations.
- Proven experience in grants management,
reporting, compliance monitoring, and operational coordination.
- Strong record in supporting complex projects
involving multiple partners and timelines.
- Experience in report preparation, data
management, and stakeholder coordination.
- Demonstrated ability to manage competing
priorities and meet deadlines under pressure.
- Demonstrate the ability to manage multiple
administrative processes simultaneously while maintaining high standards
of accuracy and timeliness.
- Effectively prioritize tasks, streamline
workflows, and ensure administrative procedures are completed in
accordance with organizational policies.
- Ability to align work plans, timelines, and
deliverables with program objectives while ensuring proper documentation
is maintained.
- Demonstrated ability to support the preparation
of accurate, timely, and comprehensive reports in line
with donor requirements and CoE performance reporting standards.
How to
Apply
