Entrepreneurship in the territories: is it the right time?
About Position
The Division Administrator provides essential administrative, operational, and documentation support to the all departments under Program Management Department (PMD). This role ensures smooth day-to-day operations, maintains organized and compliant filing systems, and supports program and project teams in meeting donor, audit, and internal requirements. The position coordinates meetings, manages documents, assists with reporting, monitors contract and administrative processes, and facilitates efficient implementation of programs, grants, and donor-funded projects across the organization.
Responsibilities
General Duties (Administrative & Operational Support)
- Serve as the main administrative focal point for the Program Management Division (PMD) and ensure smooth daily operations.
- Manage complex calendars, schedule internal and external meetings, handle meeting logistics, and prepare minutes and action item summaries.
- Maintain an organized digital and physical filing system for all divisional, program, and grant documents in line with audit and donor requirements.
- Process purchase requests, support minor program-related logistics administration, and track administrative expenditures in coordination with the Finance Department.
- Manage user access and maintain data accuracy withininternal program/project management systems according to assigned privileges.
Program and Project Support Duties
- Organize, maintain, and archive all program and grant-related documents, including beneficiary data, attendance records, reports, agreements, financial documents, and donor correspondence.
- Collect and compile required data and documentation to support periodic program performance reports and donor reports.
- Provide administrative support for donor-funded projects, including coordination of logistics and documentation required by donors.
- Monitor the status of vendor and consultant contracts to ensure timely completion of administrative requirements such as invoicing and document signing.
- Prepare required documentation packages for internal and external audits related to programs, grants, and donor-funded projects.
