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Purpose
The Programme Officer supports programme planning, programme development, implementation tracking, coordination, reporting, monitoring, and follow-up of assigned projects and programme activities.
The role facilitates coordination between programme teams, field offices, support units, management, and stakeholders to ensure timely implementation, reporting, documentation, compliance, and achievement of programme objectives. The position also supports programme development initiatives, proposal writing, concept note development, programme analysis, donor reporting, and evidence-based decision-making.
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Key Responsibilities
Programme Coordination & Implementation Support
- Support implementation and coordination of assigned projects and programme activities.
- Follow up with programme teams and field offices on implementation progress, deliverables, and action points.
- Monitor implementation progress against approved workplans, timelines, indicators, and targets.
- Support coordination between programme pillars, field offices, and support units.
- Assist programme teams in addressing implementation challenges and bottlenecks.
- Support programme reviews, implementation monitoring processes, and project follow-up activities.
Programme Planning, Monitoring & Reporting
- Support development, consolidation, monitoring, and updating of project workplans.
- Track implementation progress against project targets, indicators, deliverables, and timelines.
- Maintain implementation trackers, action plans, monitoring tools, and programme calendars.
- Coordinate with programme teams, Information Management personnel, and relevant staff to track programme performance and implementation progress.
- Compile programme updates, implementation information, and reporting inputs from programme teams and field offices.
- Review reports, implementation updates, and supporting documentation before submission.
- Ensure timely submission of reports and required programme information.
- Maintain programme reporting tools and documentation systems.
Programme Development & Proposal Support
- Support development of concept notes, proposals, expressions of interest, project documents, and programme narratives.
- Conduct research and gather information relevant to programme development, donor priorities, humanitarian trends, programme needs, and funding opportunities.
- Support programme design processes, including development of logical frameworks, results frameworks, implementation plans, and supporting documentation.
- Coordinate with programme, finance, operations, and technical teams during proposal and concept development processes.
- Contribute technical inputs, implementation lessons learned, contextual analysis, and programme information to support programme development initiatives.
Programme Analysis, Information Management & Learning
- Analyse programme data, monitoring findings, implementation updates, assessments, and operational information to support evidence-based decision-making.
- Translate programme statistics, trends, assessments, and field information into actionable recommendations and programme improvements.
- Prepare analytical briefs, programme summaries, presentations, dashboards, and management updates.
- Identify implementation gaps, emerging needs, programme risks, and opportunities for programme enhancement.
- Support documentation of lessons learned, best practices, innovations, and programme achievements.
- Contribute to organisational knowledge management and learning processes.
Grant Management, Donor Compliance & Documentation
- Support tracking of donor commitments, reporting deadlines, deliverables, indicators, and compliance requirements.
- Monitor implementation progress against project agreements, donor requirements, and approved project documents.
- Support compilation and review of documentation required for donor reporting, monitoring visits, audits, and project reviews.
- Maintain grant tracking tools and support timely follow-up on donor-related actions and requirements.
- Ensure programme documentation is complete, organised, and maintained in accordance with organisational and donor requirements.
Budget Planning & Tracking Support
- Support development and review of project budgets in coordination with programme and finance teams.
- Assist in aligning programme activities and implementation plans with budget requirements.
- Review budget narratives and programme-related financial information during proposal development and planning processes.
- Support monitoring of implementation progress against approved budgets and workplans.
Coordination, Meetings & Follow-Up
- Coordinate with Programme Managers, Coordinators, Information Management personnel, field offices, and support units regarding implementation progress and programme requirements.
- Organise and coordinate programme meetings, planning sessions, review meetings, workshops, consultations, and programme events.
- Prepare meeting agendas, minutes, action trackers, and follow-up matrices.
- Monitor implementation of agreed action points and provide updates to management.
- Ensure timely follow-up on programme decisions, commitments, and implementation actions.
- Support organisation and coordination of donor visits, monitoring missions, assessments, and project reviews.
Presentations, Briefings & Management Support
- Develop presentations, briefing notes, programme summaries, dashboards, analytical reports, and management updates.
- Support preparation of information and materials required for donor meetings, management discussions, programme reviews, and stakeholder engagements.
- Consolidate information from programme teams and translate technical information into clear and concise management products.
Safeguarding, Compliance & Accountability
- Ensure compliance with organisational policies, donor requirements, safeguarding standards, PSEAH principles, and programme procedures.
- Promote accountability, professionalism, and ethical conduct in programme implementation.
- Support implementation of accountability and feedback mechanisms where applicable.
- Maintain confidentiality of programme information and documentation.
Other Duties
Perform any other duties related to programme coordination, programme development, monitoring, reporting, documentation, analysis, and implementation support as assigned by the Senior Programme Manager.
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Qualifications & Experience
- Preferably Bachelor’s degree in Social Sciences, Development Studies, Project Management, International Relations, Public Administration, Statistics, Economics, or a related field.
- Minimum 5 years of relevant experience in programme coordination, programme development, donor reporting, project planning, monitoring, humanitarian programming, or related fields.
- Demonstrated experience in proposal writing, concept note development, programme design, donor reporting, and project planning.
- Strong analytical, writing, editing, coordination, and communication skills.
- Ability to analyse programme data and translate findings into programme recommendations and implementation actions.
- Understanding of project design, logical frameworks, results-based management, monitoring frameworks, and donor compliance requirements.
- Familiarity with programme budgeting, financial planning processes, and grant management.
- Excellent report writing, documentation, and presentation skills in English.
- Proficiency in MS Office applications, particularly Excel, Word, PowerPoint, and reporting tools.
- Ability to work under pressure, manage multiple priorities, and meet deadlines.
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