Hearding for Health Programme Administrator at Peace Parks Foundation

DUTIES AND RESPONSIBILITIES

Administrative Coordination (40%)

• Provide day-to-day administrative support to the Senior Herding for Health Programme Manager and broader Programme Unit.
• Organise internal and external meetings; prepare minutes, develop action plans, and ensure timely follow-up.
• Assist in the preparation and review of contracts, Memoranda of Understanding (MOUs), and other legal documents.
• Support with calendar management, activity tracking, travel logistics, and processing of travel claims and reimbursements.

 Knowledge Management (30%)

• Maintain structured and up-to-date filing systems (both digital and physical) for programme records, contracts, reports, and compliance documentation.
• Consolidate evidence of programme impact and implementation activities, including photos, registers, and data from Herding for Health teams.
• Organise storytelling assets (photos, quotes, case studies) and support presentation material development for donor or partner engagement.
• Support the drafting of reports, including annual programme impact reports, by coordinating inputs from Herding for Health implementing partners and collaborating with communication teams.
• Develop and maintain a stakeholder database for the Herding for Health Programme.
• Conduct partnership research and support due diligence processes for new or prospective partners.
• Coordinate the Herding for Health community of practice engagements and brownbags.

 Events Management (30%)

• Plan, coordinate, and manage logistics for all Herding for Health-related events, including regional and national workshops, learning exchanges, trainings, and annual gatherings such as the Herding for Health Indaba.
• Manage end-to-end event logistics including venue bookings, participant invitations, transport coordination, catering, material preparation, and on-site support.
• Coordinate travel arrangements for programme staff, implementing partners, and invited stakeholders, ensuring compliance with donor and internal policies.
• Act as the administrative liaison between organising teams, partners, and service providers to ensure efficient and timely event delivery, aligned with brand and protocol standards.
• Document and disseminate event outcomes by compiling attendance records, drafting minutes, and supporting the production of reports, media content, and social media updates in collaboration with the communications team.
• Track event budgets and expenditures, ensuring proper financial documentation including invoices, contracts, and reconciliations is maintained and filed in accordance with policy.

Requirements

MINIMUM REQUIREMENTS

Qualifications and Experience

• Degree in Administration, Project Management, Development Studies, Environmental Sciences, or related fields.
• Minimum 5 years’ experience in programme or project administration, preferably in rural development, conservation, or donor-funded projects of which 2 years should be in events planning and coordination.
• Proficiency in Microsoft Office Suite and project management tools (e.g., Teams, SharePoint, Excel).
• Familiarity with procurement, budgeting, and donor reporting requirements is an advantage.
• Excellent written and verbal communication skills in English.