Programme Support and Reporting Coordinator

SUMMARY:
Provide dedicated programme administration, reporting and operational support to the Programme and Operations Manager.

POSITION INFO:

Role Purpose

To provide dedicated programme administration, reporting/MEL and operational support to the Programme and Operations Manager, with a primary focus on the GBV and Education & Sport programme areas. The role is designed to ensure continuity of programme operations, accurate data management, timely reporting, and coordinated implementation during a period of transition and increased demand. Finance administration support may be required from September but remains secondary to the programme support and reporting function.

Key Responsibilities

Responsibilities are prioritised as follows: (1) Programme Administration and operational support; (2) data, MEL and reporting support; (3) board meeting and programme logistics; and (4) secondary finance administration support, as required.

1. Programme Administration and Operational Support – Primary Focus

• Manage calendars, schedule meetings, respond to relevant emails and coordinate logistics for both programme areas.
• Prepare, format, and distribute meeting agendas and action trackers as required.
• Maintain and update online and physical filing systems for both programme areas.

2. Data, MEL & Reporting – Primary Focus

• Collect, consolidate, and verify programme data from multiple sources (including partner reports, MEL tools, and internal trackers).
• Analyse and interpret data to identify trends, gaps, and areas for improvement.
• Prepare and consolidate reports for management and board meetings, ensuring accuracy and clarity.
• Support the Programme and Operations Manager in preparing donor and stakeholder reports as required.

3. Programme Operations and Stakeholder Coordination – Primary Focus

• Support the implementation of programme activities by coordinating logistics and booking venues as needed.
• Liaise with partners, suppliers, and stakeholders to ensure smooth delivery of programme activities.
• Monitor and update workplans, trackers, and risk registers for both GBV and Education & Sport pathways.
• Ensure safeguarding and compliance standards are upheld in all administrative and programme support processes.

4. Board Meeting Logistics

• Assist with arranging logistics for the board meeting scheduled for the end of September, including venue booking, catering, document preparation, and attendee coordination.

5. Secondary Finance Administration Support (as required)

• Provide limited, secondary finance administration support as required, including processing invoices, tracking payments, and maintaining finance records, without detracting from the primary programme support and reporting responsibilities.

6. Continuous Improvement

• Identify and recommend improvements to administrative processes and systems.
• Proactively seek clarification on tasks and instructions to ensure accuracy and avoid delays.

Key Requirements

• Minimum 2 years’ experience in an administrative or programme support role, ideally in the NGO or social development sector.
• Demonstrated experience supporting multiple managers or teams.
• Experience with data analysis, reporting, and use of MEL tools is highly advantageous.

Working knowledge of safeguarding principles and compliance requirements, with the ability to apply these consistently in programme administration and support processes.

• Advanced proficiency in Microsoft Excel (pivot tables, formulas, data cleaning).
• Strong working knowledge of Microsoft 365 (Outlook, Teams, SharePoint, Word, PowerPoint).
• Ability to analyse and interpret quantitative and qualitative data.
• Experience consolidating reports for management/board use.
• Excellent organisational and time management skills; able to manage competing priorities and meet deadlines.
• High attention to detail and accuracy.
• Strong written and verbal communication skills.
• Proactive, solutions-oriented, and able to work independently.
• High standard of confidentiality and discretion; able to handle programme data, donor reporting, board materials and finance information appropriately.
• Collaborative and able to work effectively with diverse teams.
• Must be available full-time, on-site in Cape Town for the full contract period.
• Immediate availability preferred.

Performance Expectations

• Programme administration, filing, workplans, trackers and reporting for GBV and Education & Sport are up to date, accurate and accessible.
• Programme data is collected, verified, analysed and consolidated accurately for management, donor and board reporting, and submitted on time.
• Board meeting logistics are arranged efficiently and professionally.
• Secondary finance administration support is provided as needed from September onward, while programme support and reporting remain the priority.
• The temp adapts to evolving organisational needs while supporting the Programme and Operations Manager effectively, professionally and confidentially.

Confidential programme, donor, board and finance information is handled with appropriate discretion and care.

If you have the relevant experience and worked in the NGO / Social Development space, then this 4 month contract might be just for you. Suitable candidates welcome to forward your CV by applying directly to this ad. Suitable candidates will be contacted via EMAIL and TELEPHONICALLY to discuss your CV and skillset. Thank You