Programme Assistant (Programme support)

The Programme Assistant provides programme support to strengthen data quality, programme systems management, corporate reporting inputs, planning consolidation and knowledge management within the Programme Unit in WFP Liberia Country Office. The role supports activity managers and programme teams by ensuring key programme data, planning tools, SharePoint repositories and corporate system inputs are organized, coherent, up to date and available for operational decision-making.

Responsibilities

• Support Programme Unit use of corporate systems and tools, including WINGS, SCOPE, SmartSourcing and COMET, by coordinating input, following up pending actions and maintaining accurate programme records within the delegated area of responsibility.
• Support the timely entry, review and follow-up of programme-related data in corporate and local tracking tools, ensuring consistency with approved plans, activity structures, budgets and reporting requirements.
• Act as a focal point for routine programme data coherence checks across WINGS, COMET, SCOPE, beneficiary data, programme trackers and monthly reporting inputs, escalating discrepancies for correction by responsible colleagues.
• Maintain and update programme dashboards, trackers and reference files to support management oversight of programme implementation, resource utilization, activity progress and reporting deliverables.
• Coordinate with Programme, Finance, Supply Chain, Procurement, RAM/Monitoring and Evaluation and Field Office to reconcile programme data and resolve inconsistencies related to activities, expenditures, beneficiaries, outputs and implementation progress.
• Support accurate recording and consolidation of beneficiary data, including cross-checking data received from activity managers, Field Office and monitoring systems before inclusion in monthly or corporate reporting products.
• Coordinate the collection, verification and consolidation of Programme Unit inputs for monthly country briefs and other routine management updates.
• Compile programme data and support basic analysis for reports on beneficiary reach, activity progress, expenditure status, operational challenges, achievements and follow-up actions.
• Maintain a calendar of monthly reporting deadlines and coordinate timely submissions from activity managers and relevant units.
• Support reconciliation of programme figures used in monthly briefs, donor updates, internal dashboards and corporate reporting tools, ensuring that narrative, beneficiary, financial and operational data are aligned.
• Highlight data gaps, inconsistent figures, late submissions and risks to reporting quality for follow-up by the relevant programme colleagues or supervisors.
• Support preparation of tables, charts, summaries and briefing materials for Programme Unit meetings, management discussions and country office reporting products.
• Coordinate the consolidation and regular update of the Programme Unit travel plan, working closely with activity managers, Field Office and relevant support units.
• Coordinate the consolidation and follow-up of the Programme Unit expenditure plan, including tracking submissions, updates, revisions and alignment with implementation timelines.
• Support follow-up of action points from Programme Unit meetings, planning discussions and management reviews, maintaining action trackers and escalating delays or bottlenecks as needed.
• Provide general office and project management support to the Programme Unit, including scheduling, document preparation, consolidation of inputs and follow-up with internal counterparts.
• Support the preparation meeting records and operational trackers to improve coordination across activities and field locations.
• Support the development and maintenance of a Programme Unit knowledge management approach, including clear filing structures, document naming conventions, document repositories and information-sharing routines.
• Create, organize and maintain Programme Unit SharePoint folders and knowledge repositories to ensure that key documents, templates, reports, guidance, trackers, meeting records and learning materials are accessible and up to date.
• Support knowledge capture and documentation by collecting good practices, lessons learned, key decisions, guidance notes, templates and standard operating materials from programme activities and teams.
• Promote knowledge sharing within the Programme Unit through regular updates, organized repositories, reference links, document libraries and practical guidance on where to find key information.
• Support the preparation and formatting of knowledge products, presentations, briefing notes, lessons learned summaries and internal guidance materials.
• Maintain version control for key Programme Unit documents, ensuring that staff can identify the latest approved versions of templates, trackers, plans and guidance materials.
• Support onboarding and knowledge continuity by maintaining updated orientation materials, key contacts, standard templates and reference documents for programme staff.
• Work and exchange information with internal counterparts to support collaboration, implementation and monitoring of ongoing programme activities.
• Act as a point of contact for general operational queries related to programme systems, trackers, reporting inputs, data files and knowledge repositories, requesting technical assistance where necessary.
• Support timely access to programme data, contact lists, planning tools and relevant reference documents during preparedness or response activities.
• Perform other programme support and data management duties as required.

Requirements

• Completion of secondary school education.
• A post-secondary certificate in information management, data management, business administration, public administration, project management, statistics, economics, social sciences, or another related functional area is desirable.
• Fluency in oral and written English.
• Knowledge of local Liberian languages would be an asset.
• Experience supporting programme implementation, programme administration, information management, reporting, planning or data management functions.
• Experience using spreadsheets, databases, SharePoint or other online document repositories to maintain trackers, files, dashboards and knowledge products.
• Experience supporting corporate systems or business processes related to programme, procurement, finance, planning or reporting is desirable.
• Experience compiling and reconciling beneficiary, operational, expenditure or planning data from multiple sources.
• Experience preparing monthly reports, management briefs, dashboards, meeting records or planning tools.
• Experience supporting knowledge capture, filing systems, document control, version management, team onboarding materials or lessons learned documentation.
• Experience working with technical teams, Field Offices, government counterparts, NGOs or UN agencies is an asset.
• Strong attention to detail and ability to identify inconsistencies in figures, files, plans and reports.
• Good analytical skills and ability to compile, organize and summarize data for operational decision-making.
• Good computer skills, including Excel, Word, PowerPoint, SharePoint and online collaboration tools.
• Ability to learn and support use of corporate programme, finance, procurement and reporting systems relevant to the Programme Unit.
• Good coordination and follow-up skills, including ability to collect inputs from multiple colleagues and meet deadlines.
• Good written and oral communication skills, including ability to prepare concise summaries, trackers and briefing inputs.
• Ability to preserve confidentiality and manage sensitive programme data and internal documents appropriately.
• Initiative, service orientation and ability to work under minimum supervision while escalating issues when needed.

Skills

• Programme Implementation
• Programme Administration
• Information Management
• Data Management
• Reporting
• Planning
• Spreadsheet Management
• Database Management
• SharePoint Development
• Online Document Repositories
• Corporate Systems Support
• Procurement Procedures
• Financial Processes
• Data Compilation
• Data reconciliation
• Report Preparation
• Management Briefs
• Dashboard Development
• Meeting Records Management
• Knowledge Capture
• Document Control
• Version Management
• Team Onboarding Support
• Lessons Learned Documentation
• Operational Data Analysis
• Excel
• Word
• Power Point
• Collaboration Tools
• Coordination
• Follow-Up
• Written Communication
• Oral Communication
• Confidentiality Management

Languages

English