Key Responsibilities: (not limited to)

Program Coordination: Assist with planning, scheduling, and coordinating program activities, meetings, and events.

Stakeholder Engagement: Act as a point of contact between the program team and internal/external stakeholders. Facilitate clear and effective communication to ensure program alignment and adherence to government protocols.

Data Management and Reporting: Maintain program artefacts and documentation, ensuring accuracy and accessibility.

Documentation and Compliance: Draft, edit, and manage program documentation, including reports, meeting minutes, and other official records. Ensure compliance with government policies and procedures.

Administrative Support: Provide general administrative support to the program team in day-to-day activities, including onboarding offboarding support, scheduling meetings, taking notes.

• Support the Project Manager by maintaining core project management artefacts including (but not limited to):

• • Risk, Action, Issue, Dependencies and Decision registers.

• • preparation of reports, briefs and presentations, coordinating resources.

• Assist with information gathering and project planning activities to ensure the project is set up to be managed according to the approved methodology and framework.
• Support governance activities including the maintenance of project controls. This includes maintenance of the schedule, monitoring project deliverables, risk, issue and dependency management
• Establish and maintain project documentation management, including the transition of all project documentation into operational teams once the project is complete.
• Assist with the development, preparation, collation and coordination of project governance meeting papers, program board papers
• Managing administrative tasks for the project team
• Liaise with PMs to facilitate the project / program’s reporting lifecycle including the creation, updating and analysis of agendas, minutes, planning and review meetings, action follow up, reporting calendar upkeep and venue and date coordination.
• Coordinate onboarding and offboarding of project team members.
• Provide user access management for tools like JIRA, Confluence, SharePoint, Desk booking

Key Selection Criteria:

1. Experience: Proven experience in program administration or a related field, ideally within a government or public sector setting. Demonstrated experience working in a project, program, portfolio or PMO environment supporting Project Managers and Program Leadership.

2. Organizational Skills: Demonstrated ability to manage multiple tasks and deadlines with a high degree of accuracy.

3. Communication Skills: Strong written and verbal communication skills, with the ability to interact professionally with various stakeholders.

4. Technical Proficiency: Competence in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with government reporting tools and software. Demonstrated experience producing and presenting high-quality program/project artefacts, translating complex information into simple and easy to understand language.

5. Analytical Ability: Capacity to assess data, draw insights, and make informed recommendations. Demonstrated experience in document creation including templates, processes and toolsets.

6. Adaptability: Ability to work independently and as part of a team in a fast-paced, dynamic environment.

Desirable Qualifications:

Education: A Diploma or Bachelor’s degree in Public Administration, Business, or a related field.

Public Sector Knowledge: Understanding of public sector policies, regulations, and compliance requirements.