Programme Management Assistant
FULLTIME & PERMANENT POSITION Please send CV & cover letter to recruitment@galvmed.org CLOSING DATE FOR APPLICATIONS: 24th July 2026
| JOB DESCRIPTION | |
| JOB TITLE & DEPARTMENT: | |
| Programme Management Assistant | |
| Research & Development | |
| LOCATION: Nairobi, Kenya | |
| SALARY | |
| 3,900,000 KES per annum | |
| REPORTiNG LINE & KEY INTeRFACES: | |
| Key Interfaces: Internal stakeholders and the following groups of external stakeholders: AgResults | |
| Secretariat and donors, vaccine manufacturers, regional government authorities, veterinary and broader | |
| livestock community, scientific community. MAIN PURPOSE AND SCOPE OF THE JOB | |
| Program Management Assistant reports to and assist Project Leaders/Managers during the execution of | |
| projects. The Program Management Assistant provides administrative, coordination, and reporting support to the | |
| Project Manager to ensure projects are delivered on time, within scope, and within budget. The role supports planning, documentation, communication, and day to day project operations across the project lifecycle. | |
| KEY ACTIVITIES Project Coordination & Support | |
| • Assist in planning, scheduling, and coordinating project activities and milestones. Occasionally assist with the organization and delivery of effective online/in person workshops and other events. | |
| Track project progress against plans and highlight risks or delays by updating associated Risk Register | |
| and informing the established mitigation plan. Support preparation and follow-up of project meetings (agendas, minutes, action logs). | |
| Maintain project documentation, files, and version control. | |
| Monitoring, Reporting & Administration | |
| Update project trackers, dashboards, and progress reports. | |
| • Collect data from project teams and consolidate reports for management. | |
| • Support budget tracking, purchase orders, invoices, and expense monitoring. • Assist with contract administration and compliance documentation. | |
| Communication & Stakeholder Support | |
| • Act as a point of contact for internal team members and selected stakeholders. | |
| • Support communication between project teams, suppliers, and partners. | |
| • Ensure timely dissemination of project information and decisions. | |
| Quality, Risk & Process Support | |
| • Assist in identifying project risks, issues, and dependencies. | |
| • Support quality assurance activities and adherence to project procedures. | |
• Help implement and maintain project management tools and templates.
General Support
• Provide administrative assistance to the Program Manager as required.
Support multiple projects simultaneously when needed.
QUALIFICATIONS / EXPERIENCE REQUIRED (IN ORDER TO SUCCESSFULLY CARRY OUT THE JOB ROLE)
Education
• Bachelor’s degree in Project Management, Business Administration, Management, or a related field (or equivalent experience).
Experience
• 3+ years’ experience in project management.
Experience in donor-funded, NGO, or development projects.
Technical Skills & Competencies
• Excellent multitasking skills, and strong organizational and time management skills.
• Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
• Familiarity with project management tools (e.g. MS Project) is an asset.
Diplomacy, briefing, listening and summarising accurately.
Dealing with sensitive and contentious information.
Report writing.
• Adapt interpersonal skills to suit circumstance.
• Meet and greet high profile partners (i.e;CEOs from Animal Health Company).