ACT Alliance Programme and 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 u