Job Title: Programme Operations and Administration Officer
Responsible for coordinating programme operations and
administrative activities, supporting work plan implementation, managing office
logistics and resources, coordinating travel and procurement requests,
preparing reports, and ensuring compliance with organisational policies and
donor requirements. Requires a Bachelor’s degree in Business Administration,
Project Management, Public Administration, or a related field. The position is
based in Nairobi and requires on-site work.
The
Programme Operations & Administration Officer ensures efficient day-to-day
programme operations, administrative excellence, and compliance support across
the multi-country programme.
The role
provides critical support to the Programme Manager and country teams by
maintaining systems, coordinating processes, and enabling smooth execution of
programme activities.
The
Officer is responsible for operational execution and administrative
coordination, ensuring that programme teams have the tools, information, and
logistical support needed to deliver effectively.
Key
Responsibilities
Programme Operations Support
Support
day-to-day programme operations across countries through structured tracking
and follow-up
Maintain
programme workplans, trackers, and operational tools in coordination with the
Programme Manager
Support
programme start-up, implementation, and close-out processes, ensuring
documentation completeness and compliance
Follow up
on action points, timelines, and deliverables across teams
Operational Systems & Documentation
Maintain
programme dashboards, trackers, shared drives, and document repositories
Ensure
consistent use of templates, version control, and filing systems
Support
preparation and formatting of reports, presentations, and documentation
Reporting & Data Consolidation
Support
Compile
and organise inputs from country teams and partners for reporting
Support
quality checks, formatting, and completeness of reports before submission
Maintain
reporting schedules and documentation archives
Administration & Logistical Management
Coordinate
logistics for meetings, workshops, field missions, and events
Support
travel arrangements, visas, accommodation, and per diems
Provide
administrative support for programme governance meetings and engagements
Procurement & Vendor Administration
Support
procurement processes in line with organisational and donor policies
Maintain
procurement trackers, vendor records, and documentation
Facilitate
administrative aspects of contracting and vendor onboarding
Financial Administration Support
Support
tracking of expenditures and activity budgets in collaboration with finance
teams
Ensure
completeness and organisation of supporting documentation for financial
transactions
Assist
with reconciliation processes and administrative financial follow-ups
Grants & Partner Administration
Support
Support
administrative processes for partner grants and sub-awards (documentation,
tracking, follow-ups)
Maintain
partner compliance documentation and records
Assist in
partner onboarding and due diligence processes
HR & People Operations Coordination
Coordinate
recruitment logistics (scheduling, documentation, communication) with HR
Support
onboarding, staff transitions, and administrative HR processes
Maintain
personnel documentation and track key HR-related actions
Communication & Internal Coordination
Support
Facilitate
structured communication and information flow across programme teams
Support
scheduling, agenda preparation, and follow-up documentation
Track
action items and ensure timely updates across teams
KEY
PERFORMANCE INDICATORS (SUCCESS MEASURES) – Building the right platform and
creating lasting impact
Operational Excellence
Timely
and accurate maintenance of trackers, documentation, and systems
Efficient
administrative and logistical support across programme activities
Data & Reporting Support
High-quality,
complete, and well-organised reporting inputs and documentation
Adherence
to reporting timelines and formats
Compliance & Process Discipline
Up-to-date
procurement, financial, and partner administration records
Strong
adherence to organisational and donor compliance standards
Coordination Effectiveness
Timely
follow-up on actions and deliverables
Clear and
structured communication across teams
Qualifications
Education and Experience
Bachelor’s
degree in Business Administration, International Development, Project
Management, or related field
Minimum
4–6 years of experience in programme operations, administration, or
coordination roles
Experience
supporting multi-country or multi-partner programmes preferred
Familiarity
with procurement, finance processes, and donor compliance requirements
Knowledge, Skills and Competencies
Strong
organisational and administrative skills
Attention
to detail and documentation quality
Operational
discipline and process orientation
Effective
coordination and follow-through
Strong
communication and interpersonal skills
Problem-solving
and adaptability
High
level of integrity and professionalism
