Job Title: Programme Assistant
Cluster: Innovation & Quality Management
Salary: USD 20,411.96 per Annum (excluding benefits)
Contract Type: 12 Months initial contract, subject to successful completion of the probationary period
Location: Remote, with international travel required. The candidate must have the legal right to work in their location. Reports to: Project Officer Host Liaison
Direct Reports: N/A
Role Overview:
The Programme Assistant role offers an exciting opportunity to contribute to the successful implementation of the Digital Democracy Initiative (DDI). The post holder will play a key role in supporting implementation across all outputs and lines of work of the DDI. Responsibilities include assisting in the management and processing of several open calls and selection processes for partnerships, funding, consultancies, and others. The Programme Assistant is also expected to support with event organising, travel arrangements for partners across the different outputs of the DDI, and overall logistics. This position is ideal for someone at the beginning of their career with strong organizational and communication skills who is passionate about promoting digital democracy and understanding implementation of complex projects.
Areas of Responsibilities & Key Activities
Programme and Partnership Support
•Assist in managing and processing open calls for partnerships, consultancies, and funding.
•Support in doing due diligence and documentation for partner selection.
•Maintain up-to-date records and tracking systems for applications and partnership processes.
•Liaise with applicants, selected partners and other relevant actors to provide timely updates and guidance.
•Support Programme Officers in the delivery of programmatic tasks around specific outputs including collating impact and learnings and disseminating same within and outside the alliance.
•Support Programme Officers in partner management as well as providing input and support to implementation monitoring and reporting.
Event and Meeting Coordination
•Provide logistical and administrative support for in-person, hybrid, and virtual events.
•Assist with venue booking, catering, and material preparation for in-person events, organized by CIVICUS and/or partners.
•Coordinate schedules, send invitations, and manage RSVPs.
•Support documentation and follow-up action during key meetings and events.
Travel and Logistics Management
•Coordinate travel arrangements for partners, consultants, and staff involved in DDI activities.
•Prepare travel itineraries, process reimbursements, and ensure compliance with travel policies.
•Support with visa applications and accommodation bookings as needed.
•Track and monitor expenses to support the Finance and Compliance Lead.
General Programme Administration
•Support the DDI team with maintaining filing systems and ensure accessible storage of programme documents.
•Assist different team members with procurement, contracting, and payment processes, across all outputs, when needed,
•Contribute to internal and donor reporting by gathering and organizing activity data.
•Provide ad-hoc support to programme staff across different outputs of the DDI.
Other
•All staff is expected to uphold CIVICUS values and principles in all their professional relationships and any interactions that may reflect on CIVICUS.
Person Specification
Education, Language & Qualifications
•Degree and Diplomas in a relevant field, such as administration, development studies, social sciences.
•Fluency in English and either Spanish or French is essential.
Essential Knowledge, skills and Experience
•Strong organisational and time management skills, with the ability to manage multiple tasks simultaneously and meet deadlines.
•Excellent written and verbal communication skills in English.
•High attention to detail, particularly in record-keeping and documentation. •Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and basic digital collaboration tools (e.g., Zoom, teams, Miro, etc.).
Desirable Knowledge, skills and Experience
•Experience working with a diverse range of civil society actors across all global regions but particularly in the global south.
•Ability to work collaboratively with diverse teams and external stakeholders in a multicultural and remote working environment.
The closing deadline for applications is on the 16th June 2025 at 11:59pm SAST
Short listed candidates will be contacted 2 weeks after the closing date to schedule interviews.
We appreciate and consider each application submitted. However, given the large volume of applications received, we find it impossible to respond to each applicant immediately. You will hear from us within three weeks only if you’re shortlisted for the next steps. We will update all applicants once the position has been filled.
CIVICUS reserves the right to withdraw any of our vacancies at any time.