Programme Design Officer at Allan Gray Orbis Foundation

Project and Program Support

• Assist with coordinating program and project tasks, tracking timelines, managing documentation, and following up with team members on deliverables.
• Support key program design projects by organizing materials, monitoring progress, and updating stakeholders as needed.
• Maintain and organize the team GMAIL shared folder, ensuring documents, reports, and project files are accessible and up-to-date.

Event and Workshop Coordination

• Coordinate and assist with the logistics of workshops, events, and training sessions, including arranging materials, preparing agendas, and managing participant communication.
• Plan team meetings and workshops, ensuring all logistical details are covered, including venue arrangements, scheduling, and coordination with vendors if needed.

Communication and Liaison Support

• Act as a liaison for internal and external communications, handling inquiries and directing information to relevant team members.
• Contribute to the strategic development and implementation of the Program Design communications plan, including content development, managing service providers, and supporting communication channels.
• Draft and distribute key messages, agendas, and meeting notes, ensuring stakeholders are well-informed on updates and initiatives.

Administrative Support

• Provide proactive administrative assistance to team members, allowing them to focus on specialized areas by handling routine tasks such as scheduling, organizing files, and managing permissions.
• Maintain the team’s calendar, coordinate appointments, and manage travel arrangements, including booking flights, accommodations, and preparing travel itineraries.
• Oversee team file structures, permissions, and sharing protocols to support smooth operations across various program tasks.

Expense and Budget Management

• Assist with operational budget planning and track expenses related to travel, events, and projects, ensuring timely submission and reconciliation of receipts and reimbursements.
• Prepare monthly budget and expense reports, supporting the team in maintaining financial accuracy and budget compliance.

Experience and Qualifications

• Education: Bachelor’s degree in a relevant field, or equivalent experience.
• Experience: Minimum of 3 years of experience in an administrative or coordinating role within a nonprofit, youth development, philanthropy, or program-focused environment.