Administration and Office SupportFull-TimeEntry-level(0-1 yr)
Job Description
Role Overview
The Program Administration Officer provides high-quality administrative, coordination, and support to the organization’s programs and senior leadership. The role contributes to the effective planning, implementation, documentation, and monitoring of multiple projects, while enabling the Executive Team to operate efficiently through structured coordination, information management, and timely follow-up.
The position requires strong administrative capabilities, a high level of efficiency and proactivity, and the ability to manage competing priorities in a fast-paced development and public health environment. The role involves regular interaction with internal and external stakeholders at all levels and requires the ability to build and maintain strong, professional working relationships. The Program Administration Officer will have access to sensitive and confidential information and is therefore expected to exercise the highest standards of discretion, judgment, and integrity.
Key Responsibilities
Program Coordination and Support
Provide day-to-day administrative and coordination support across multiple program and research projects.
Support program planning processes, including scheduling activities, meetings, workshops, and field engagements.
Track project workplans, milestones, deliverables, and action points; follow up with internal teams and partners as required.
Maintain well-organized program documentation, including workplans, reports, partner agreements, correspondence, and donor files.
Support preparation and submission of program reports, presentations, and briefs for internal and external audiences.
Administration Support
Provide direct administrative and coordination support to the Executive Team, including calendar management, meeting scheduling, and prioritization of commitments.
Prepare briefing notes, presentations, reports, and background documents to support executive decision-making.
Coordinate senior management meetings, leadership retreats, and board or governance-related engagements.
Draft, format, and circulate meeting agendas, minutes, and action trackers; follow up on agreed actions.
Handle sensitive and confidential information with professionalism and discretion.
Logistics, Operations, and Administration
Coordinate logistics for meetings, trainings, workshops, and events, including venues, participant communication, materials, and post-event follow-up.
Support travel planning and logistics for staff and leadership, including itineraries and documentation.
Assist with procurement and administrative processes by preparing documentation, tracking approvals, and maintaining records.
Support tracking of program-related expenses and submission of financial documentation in line with organizational procedures.
Support document management, filing, and records management systems in compliance with organizational and donor requirements.
Requirements and Qualifications
Minimum of a BA/BSc/HND degree in a relevant field.
Ability to manage multiple priorities and deadlines independently.
Professional discretion, confidentiality, and integrity.
Proactive, adaptable, and team-oriented approach.
Strong communication skills and organizational capabilities.
How to Apply
Interested and qualified candidates should apply online through the official careers portal at careers.icrhk.org.
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