Program Assistant

Background

The Reaching Impact Saturation and Epidemic Control (RISE) program is saving lives and improving health by controlling the HIV pandemic and strengthening global health security to limit the spread of deadly disease outbreaks. RISE uses evidence-based practices from over 20 years of PEPFAR implementation to address critical HIV priorities along with global health security (GHS), maternal, newborn, and child health and Nutrition (MNCH-N), tuberculosis (TB), Malaria, data systems, supply chain and commodity management, and other cross-cutting areas.

In Burundi, Jhpiego is recruiting for the position of Program Assistant to support implementation of the RISE MNCH-N project.

The Program Assistant will provide administrative and programmatic support while ensuring effective internal and external communication, documentation, and visibility of project activities in compliance with Jhpiego and donor requirements.

Summary Scope of Work

The Program Assistant provides administrative, coordination, documentation, and communication support to ensure efficient implementation of RISE MNCH-N interventions. The position supports day-to-day program operations through structured administrative coordination, information management, and documentation in accordance with Jhpiego and U.S. Department of State (DoS) requirements.

The role facilitates coordination between central and regional teams and supports timely preparation of reports, meeting documentation, and technical communication materials. The position contributes to accurate information flow, compliance with RISE branding guidance, and effective knowledge management to strengthen program performance and accountability.

Working closely with technical, M&E,HR, finance, and operations teams, the Program Assistant ensures organized documentation of project activities, supports reporting processes, and assists in the preparation of communication materials.

Reporting Structure

• Position Reports To: HR Manager
• Position Supervised: N/A

Responsibilities

All staff members of Jhpiego, regardless of the level of responsibilities are expected to:

• Model organizational mission and values
• Participate in the business development process
• Contribute to knowledge sharing and learning
• Make responsible decisions that ensure time and cost efficiency with clear accountability

Specific Duties and Responsibilities

Program & Administrative Support

• Provide administrative and logistical support for project activities at central and regional levels.
• Support organization of workshops, trainings, review meetings, supervision visits, and partner engagements.
• Coordinate invitations, participant tracking, meeting documentation, and follow-up actions.
• Maintain organized electronic and hard-copy filing systems for project documentation.
• Support preparation and tracking of travel arrangements in coordination with operations teams.

Documentation, Reporting & Communication Support

• Support compilation and formatting of monthly, quarterly, and annual program reports in accordance with Jhpiego and U.S. Department of State (DoS) reporting requirements.
• Maintain organized and up-to-date records of project activities, achievements, activity trackers, and documentation archives (electronic and hard copy).
• Draft, edit, and format technical briefs, summaries, presentations, internal updates, and other documentation materials to support program implementation and reporting.
• Prepare briefing materials, talking points, and summary notes for meetings with government counterparts, partners, and stakeholders.
• Document project implementation progress, key achievements, lessons learned, and technical highlights to support accountability, knowledge management, and donor reporting.
• Ensure all documentation and communication materials comply with DoS branding and marking requirements and Jhpiego policies.
• Support preparation of approved informational materials and updates in accordance with U.S. Government guidance and internal authorization procedures.

Coordination & Liaison

• Facilitate communication between project teams, regional offices, and partners.
• Support coordination with government counterparts and implementing partners.
• Participate in internal coordination meetings and provide meeting documentation.

Core Competencies

• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to synthesize information clearly and concisely.
• Attention to detail and high level of professionalism.
• Ability to work independently and as part of a team.
• Strong attention to detail and deadline management.
• High level of integrity and accountability.

Qualifications & Experience

• Bachelor’s degree in Public Health, Communication, Business Administration, or related field.
• Minimum of 2–4 years of relevant experience in program support and/or communication roles.
• Experience in donor-funded projects (USG;EU;WB) is an asset.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Demonstrated experience in report writing and documentation.

Language

• Fluency in written and spoken Kirundi & French is required.
• Good working knowledge of English is highly desirable.