Programme & Administrative Assistant

Job Summary The Programme Assistant provides critical administrative and coordination support to the Executive Director, programme managers, and the Finance/Administration Department.

This role ensures efficient and smooth operations across ACT’s Programmatic Hub and collaboration with other Hubs.

This role facilitates cross-team communication, manages workflows, and assists in implementing ACT’s humanitarian, development, and advocacy initiatives.

It also includes responsibility for managing ACT’s Members’ Portal, ensuring accurate filing and organization of member-submitted documents, and supporting the monitoring and administration of Secretariat-managed insurances.

The ideal candidate is highly organized, proactive, and adept at working in a decentralized, multicultural environment.

Key Responsibilities Administrative Support to the Executive Director Manage the ED’s calendar, meetings, and correspondence, prioritizing tasks aligned with Hub priorities.

Draft reports, presentations, and briefs for the ED, ensuring clarity and adherence to ACT’s strategic goals.

Coordinate logistics for Inter-Hub meetings, including agendas, minutes, and follow-up on action items.

Programme Coordination Assist programme managers (e.g., Climate Justice, Gender, Humanitarian) with project documentation, donor reports, and workflow tracking.

Liaise between the Programmatic Hub and other Hubs (e.g., Learning Hub for data collection, Operations Hub for budgets). Maintain programme files, ensuring compliance with ACT’s accountability standards.

Cross-Team Collaboration Facilitate communication between regional offices, programme managers, and Caucuses (Youth/Forums). Support joint initiatives (e.g., nexus programming) by organizing cross-Hub consultations.

Members’ Portal and Documentation Management Manage ACT’s Members’ Portal, including filing, updating, and organizing documents submitted by members.

Ensure timely and accurate documentation is uploaded, accessible, and well-structured.

Provide guidance to members on portal use and troubleshoot technical or procedural issues.

Finance/Administration Support Support the Finance/Administration Department with monitoring of Secretariat-managed insurances.

Maintain insurance files and records, ensuring deadlines, renewals, and compliance requirements are met.

Event and Knowledge Management Coordinate workshops, webinars, and training sessions for programme teams.

Compile and share resources (e.g., case studies, best practices) via ACT’s digital platforms.

Support organization of events and hospitality to visitors.

Supervision & Accountability Programmatic & Administrative Assistant reports directly to the Executive Director, with functional collaboration across Programme Managers, Communications team, Finance and Administration staff, Hub Leaders, and Regional Teams Skills and experiences Education: Bachelor’s degree in international development, administration, or related field.

Experience: 3+ years in programme support, preferably in NGOs or faith-based networks.

Familiarity with humanitarian/development sectors and multi-stakeholder collaboration.

Technical Skills: Excellent organizational and multitasking abilities.

Proficiency in Microsoft 365 (Teams, SharePoint) and project management tools Strong written/verbal communication in English (French and/or Spanish an asset). Core Competences and behaviours Commitment to ACT’s values and faith-based sensitive approach, respecting the alliance’s ecumenical identity.

Proactive and adaptable, able to work independently and under pressure.

Innovative and solutions-oriented, with a practical approach to problem-solving.

Strong sense of collaboration and teamwork across Hubs and regions.

Culturally sensitive and able to work in diverse, multicultural environments.

Please send your resume/CV