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 uploaded, accessible, and well-structured.
• Provide guidance to members on portal use and troubleshoot technical or procedural issues.

Finance/Administration Support

• Support the Finance/Administration Department with monitoring of Secretariat-managed insurances.
• Maintain insurance files and records, ensuring deadlines, renewals, and compliance requirements are met.

Event and Knowledge Management

• Coordinate workshops, webinars, and training sessions for programme teams.
• Compile and share resources (e.g., case studies, best practices) via ACT’s digital platforms.
• Support organization of events and hospitality to visitors.

Supervision & Accountability

• Programmatic & Administrative Assistant reports directly to the Executive Director, with functional collaboration across Programme Managers, Communications team, Finance and Administration staff, Hub Leaders, and Regional Teams

Skills and experiences

• Education: Bachelor’s degree in international development, administration, or related field.
• Experience: 3+ years in programme support, preferably in NGOs or faith-based networks.
• Familiarity with humanitarian/development sectors and multi-stakeholder collaboration.
• Technical Skills:
• Excellent organizational and multitasking abilities.
• Proficiency in Microsoft 365 (Teams, SharePoint) and project management tools
• Strong written/verbal communication in English (French and/or Spanish an asset).

Core Competences and behaviours

• Commitment to ACT’s values and faith-based sensitive approach, respecting the alliance’s ecumenical identity.
• Proactive and adaptable, able to work independently and under pressure.
• Innovative and solutions-oriented, with a practical approach to problem-solving.
• Strong sense of collaboration and teamwork across Hubs and regions.
• Culturally sensitive and able to work in diverse, multicultural environments.

Note:

Please note that applications will be accepted only from Swiss citizens or foreign nationals who already hold a valid Swiss B or C permit, as this is required to ensure authorization to work in Switzerland.