Program Admin Support Officer

About Trócaire 

Trócaire is an International NGO. We work with local partners in the world’s most at-risk communities and with people in Ireland to tackle the underlying causes of poverty and injustice and respond to the crises they create. Together we bring about positive and lasting change for a just world. Trócaire works in up to 20 countries across Africa, Asia, Latin America and the Middle East. We work towards five goals:  

•          Promote Access to Justice;  

•          Achieve Climate & Environmental Justice;  

•          Ensure Women & Girls’ Protection, Voice & Influence;  

•          Save Lives and Protect Human Dignity and  

•          Mobilise the Public on the island of Ireland to achieve Global Justice. 

Our work is rooted in Catholic Social Teaching and in our values of Solidarity, Courage, Participation, Perseverance and Accountability.

In Sierra Leone since 1995, Trócaire works to achieve climate and environmental justice; ensure women and girls’ protection, voice & influence; and save lives and protect human dignity. Trócaire supports work on the prevention of sexual and gender-based violence, women’s political participation and leadership, sustainable livelihoods and economic empowerment, natural resource management and environmental conservation, and humanitarian preparedness and response.

Trócaire works exclusively with local partners and actively supports localised development and humanitarian aid. Supporting local civil society organisations to strengthen their organisational, institutional, financial, technical, and managerial capacities is core to Trócaire’s partnership approach in Sierra Leone.

Trócaire is currently seeking to recruit a Programme Admin Support Officer to join our dynamic and passionate programme Team. Based in Freetown, the PASO will engage in regular travel to the districts. The role will report to the Programme Technical Lead Women’s Empowerment with matrix management to Business Development and Grant Manager related to communications responsibilities.

Role Summary. The Programme Admin Support Officer (PASO) will play a vital role in supporting the effective and timely delivery, coordination and administration of Trócaire’s partner programmes on a day-to-day basis.The role will be responsible for providing day to day administration and programme support to the programme team including: preparation, administration and filing of partner project related documents in hard copy and in salesforce; setting-up and maintain partner projects on salesforce; assist in timely preparation of paperwork needed for partner grant transfers; assist and accompany programme staff during field activities including, logistics, and raising and liquidation of float requisitions; support in organising and hosting workshops, meetings, donor visits and events. Additionally, this role plays a key support to communications and visibility through: serving as the country office Communications Focal for HQ; supporting Programmes, MEAL and Business Development & Grants Manager to develop case studies and human interested stories for the country office; managing a country repository for stories, photographs, image consent forms, and learning content. The role plays a key role in the coordination between programmes, admin and finance departments.

Key Responsibilities

Programme Support (45%)

• Ensure timely and accurate execution of the day-to-day administrative and programme support requirements of the Head of Programmes and Programme Team, as well as the Senior Management Team.
• Support Programme Technical Leads in the administration and filing of all partner project related documentation.
• Support the Programme Technical Leads with the follow-up on partner proposals and reports (narrative, and budget).
• Support setting up partner projects on Salesforce and preparation of grant agreements and grant transfer documentation.
• In collaboration with the Administrator, support the Programme Technical Leads with the development of Service Level Agreement annexes for each Grant.
• Support Programme Technical Leads to compile internal reports for specific partner projects; Support review processes, as well as documentation and incorporation of lessons learned.
• Assist and accompany Programme Technical Leads, MEAL Officer and others (as required) on monitoring visits.
• Support in organising and hosting workshops, trainings, meetings, donor visits and events, including planning and management of budgets and payments, and logistics and procurement in collaboration with the Admin Officer.
• Support the Partnership and Localisation Manager to roll out capacity assessments for each partner and collate their annual compendium.
• Support Admin Officer in coordination with external service providers (Consultants) and programmes team to track progress against deliverables agreed in service agreement.
• Support the link / coordination between programmes and Admin/Finance team
• Where appropriate and requested provide backstop to Programme Technical Leads across Trócaire thematic areas   during project implementation.

Programme Administration (30%)

• Working closely with Logistics, Admin and Finance teams to support the Programmes Team and Senior Management in planning and coordinating programme related administrative tasks, such as organising conferences, trainings, meetings, field visits and donor visits, including logistics (travel, accommodation, stationaries etc) and raising and liquidation of float requisitions.
• Support programme staff with workshop/activity budget development; manage attendance sheets and payment vouchers, participants; collating receipts, vouchers, and other supporting documentation following field visits and workshops.
• Collaborate with Programme Technical Leads and Programme Accountants on partner grant transfers, helping to ensure the efficient and effective transfer of funds to partners.
• Update programme/project cycle and financial tracking documents in conjunction with the Programme Accountants for physical/hardcopy filing.
• Support Programme and Senior Management Team in procurement processes, with Admin helping to ensure compliance with Trócaire policy.
• Maintain appropriate hard copy and electronic files in adherence with Trócaire procedures, keeping all the records and supporting documents concerning partners’ project proposals and contracts, and ensuring final versions of all documents are saved in hard copy and Salesforce/Box.
• Conduct annual programme audits on Salesforce and Box using the project closure checklist to strengthen project‑level compliance.

3. Communications and Coordination (25%)

• Support Programmes, MEAL team and Business Development & Grants Manager (BDGM) to develop case studies and human interested stories for the country office.

• Create and manage a country repository for stories, photographs, image consent forms, and learning content across programme projects.
• Ensure office and staff compliance with Trocaire image consent requirements.
• Track communication compliance requirements across the portfolio and ensure execution.
• Support the BDGM to produce external engagement materials for existing and potential donors.
• Serve as Country Office’s Communications Focal for HQ, including as approved by BDGM, production of social media and comms content to HQ as needed (photos, blogs on viva engage, etc.).
• Support in ensuring that information is gathered from partners and programmes for organisational communication purposes.
• Support in identifying and leverage timely communication opportunities to keep the Sierra Leone country programme visible and prioritized within Trócaire’s global agenda.

Other Duties

• Any other reasonable duty as may be assigned by the line manager or Senior Management Team that is consistent with the nature of the job and its level of responsibility.
• Learning opportunities as appropriate and based on areas of interest and agreed with line manager.

Qualifications:

o   A Bachelor’s Degree in Development Studies, Administration, Social Work, Social Sciences or a related field.

Experience:

o   At least one year of relevant work experience in I/NGOs or development organisations or implementation of development programmes.

o   At least two years’ experience in project administration and support.

o   Demonstrated experience in supporting organisation of meetings, workshops, and events.

o   Knowledge, experience and interest in one of Trócaire’s programmatic areas: Climate & Environment; women’s economic empowerment; women’s social, leadership and political empowerment; SGBV prevention and response; humanitarian response and partnership & localisation.

o   Experience in report writing and communications materials.

Skills:

o   Strong writing skills with an eye for detail

o   Excellent interpersonal, and communication skills.

o   Highly organized with strong planning, multitasking, and prioritization skills

o   Strong coordination and organizational skills

o   Competent in Microsoft packages (Word, Excel and PowerPoint) and with internet/email.

o   Spoken fluency and written proficiency in English. Local languages are a plus.

o   Data collection and analysis skills and advantage.

o   Experience in using online data management systems, such as Salesforce, Agresso/Unit 4, Box, Google Docs an advantage.

Qualities:

o   Ability to work both as part of a team and independently

o   Be flexible to changing requirements that the role may require.

o   Solution-oriented.

o   Ability to work under pressure and adhere to deadlines.

o   A high level of reliability, objectivity and honesty.

o   Detail-oriented, flexible, and able to handle multiple concurrent tasks; interest in learning new skills.

o   A commitment to strengthening and supporting the work of local partners. 

o   Commitment to Trócaire’s Vision, Mission and Values and safeguarding principles.

o   Demonstrates an active commitment to gender equality and women’s empowerment.

o   Able to work irregular hours and travel outside of Freetown on a regular basis

Safeguarding – Preventing Abuse and Exploitation

Trócaire is committed to safeguarding people from exploitation and/or abuse by our employees or others working on our behalf or as a result of our programmes or activities. Trócaire has specific policies on this commitment (including a Global Code of Conduct, Global Safeguarding Policy) which outlines the expected behaviour and the responsibility of all employees, consultants and other organisational representatives. As an employee of Trócaire you are required to abide by these policies. More information on Trócaire’s safeguarding policies available here.

Diversity and inclusion

We welcome diverse applicants to join our inclusive workforce.

Trócaire is an equal opportunities employer. We are an organisation that embraces diversity and inclusion. We welcome applicants from diverse backgrounds to bring their experiences and perspectives to Trócaire.

Diversity and Inclusion statement available here.

For the candidate with the required technical knowledge, experience, and passion for the role, Trócaire offers a competitive package of salary and benefits on local terms and conditions on a one year fixed term contract. Applicants must have rights to work and live in Sierra Leone. We particularly encourage applications from individuals from underrepresented groups, including women.

Application will be reviewed on a rolling basis

Closing Date: 9th September 2026