Program Assistant job at Lafab Solutions

Background

Our client is looking to hire a Program Assistant who will provide essential administrative and logistical support to the program team, with a primary focus on venue mapping and coordination. This role involves identifying, assessing, and organizing suitable venues for program events, workshops, and field activities. The Program Assistant will also handle routine program administrative tasks, ensure logistical arrangements are in place, and maintain accurate records to support smooth and efficient program implementation.

Responsibilities;

Program & Administrative Support

Aligned with: Empower Entrepreneurs to Thrive & Optimize Systems and Processes for Operational Efficiency

• Support procurement processes, including collecting quotes and preparing requisitions.
• Support Program Officers with administrative tasks including travel planning, venue mapping, accommodation bookings, and logistical preparation for fieldwork.
• Track and manage logistics timelines and requirements across all six engagement counties.
• Maintain organized digital and physical records related to program activities on Zoho for program insights.
• Document logistical plans, itineraries, and bookings to ensure transparency, accountability, and efficiency.

Vendor Procurement Coordination

Aligned with: Drive Product Innovation and Excellence & Secure Financial Sustainability and Impact

• Conduct research to identify and evaluate potential venues for BDS delivery venues across various the implemented counties.
• Maintain a regularly updated venue database with details on location, capacity, facilities, contacts, and costs for the program.
• Assist in securing the best value for money while ensuring that venues are suitable, accessible, and compliant with safeguarding standards.
• Oversee vendor relationships in close coordination with the finance team—ensuring contract compliance, documentation, and timely payments.
• Maintain and update a vendor database with quality ratings and cost benchmarks to support informed procurement decisions.
• Coordinate vendors for supplies, catering, transportation, and accommodation for program activities within the counties the project implementation
• Ensure all procurement activities comply with SNDBX’s policies, maintaining cost-effectiveness and operational integrity.

Accommodation and Venue Mapping

Aligned with: Optimize Systems and Processes for Operational Efficiency & Empower Entrepreneurs to Thrive

• Develop and maintain a detailed database of venue and accommodation options across SNDBX’s six county engagement zones.
• Regularly update venue details including costs, capacities, security, and suitability for staff and program needs.
• Use insights from past engagements and local networks to identify optimal, cost-effective venues that enhance the delivery of entrepreneur support programs.
• Support procurement processes, including collecting quotes and preparing requisitions for all program activities.

Operational Efficiency and Reporting

Aligned with: Optimize Systems and Processes for Operational Efficiency & Secure Financial Sustainability and Impact

• Work closely with the Operations Lead to digitize and streamline program logistics and operations using tools such as Zoho, Trello, and Google Workspace.
• Track logistics performance, identify inefficiencies, and recommend improvements for seamless program delivery.
• Generate post-activity reports detailing vendor performance, logistical outcomes, and cost utilization.
• Maintain comprehensive records of logistical expenses and contribute to forecasting and budgeting processes

Required Specifications

• Bachelor’s degree in Business Administration, Operations Management, Logistics, Project Management, or a related field
• Minimum of 3 years’ experience in operations, logistics coordination, administrative support, or a similar role
• Proven experience in vendor management, travel and accommodation coordination, and event logistics
• Proficiency in digital tools such as Zoho, Google Workspace, Trello, or other project and logistics management platforms
• Strong organizational and multitasking skills with a keen eye for detail
• Excellent communication, negotiation, and interpersonal skills
• A data-driven mindset with the ability to track, document, and improve logistical processes
• Commitment to excellence, efficiency, and continuous improvement in service delivery
• Passion for entrepreneurship and supporting mission-driven programs.

• Support procurement processes, including collecting quotes and preparing requisitions.
• Support Program Officers with administrative tasks including travel planning, venue mapping, accommodation bookings, and logistical preparation for fieldwork.
• Track and manage logistics timelines and requirements across all six engagement counties.
• Maintain organized digital and physical records related to program activities on Zoho for program insights.
• Document logistical plans, itineraries, and bookings to ensure transparency, accountability, and efficiency.
• Conduct research to identify and evaluate potential venues for BDS delivery venues across various the implemented counties.
• Maintain a regularly updated venue database with details on location, capacity, facilities, contacts, and costs for the program.
• Assist in securing the best value for money while ensuring that venues are suitable, accessible, and compliant with safeguarding standards.
• Oversee vendor relationships in close coordination with the finance team—ensuring contract compliance, documentation, and timely payments.
• Maintain and update a vendor database with quality ratings and cost benchmarks to support informed procurement decisions.
• Coordinate vendors for supplies, catering, transportation, and accommodation for program activities within the counties the project implementation
• Ensure all procurement activities comply with SNDBX’s policies, maintaining cost-effectiveness and operational integrity.
• Develop and maintain a detailed database of venue and accommodation options across SNDBX’s six county engagement zones.
• Regularly update venue details including costs, capacities, security, and suitability for staff and program needs.
• Use insights from past engagements and local networks to identify optimal, cost-effective venues that enhance the delivery of entrepreneur support programs.
• Support procurement processes, including collecting quotes and preparing requisitions for all program activities.
• Work closely with the Operations Lead to digitize and streamline program logistics and operations using tools such as Zoho, Trello, and Google Workspace.
• Track logistics performance, identify inefficiencies, and recommend improvements for seamless program delivery.
• Generate post-activity reports detailing vendor performance, logistical outcomes, and cost utilization.
• Maintain comprehensive records of logistical expenses and contribute to forecasting and budgeting processes

• Proficiency in digital tools such as Zoho, Google Workspace, Trello, or other project and logistics management platforms
• Strong organizational and multitasking skills with a keen eye for detail
• Excellent communication, negotiation, and interpersonal skills
• A data-driven mindset with the ability to track, document, and improve logistical processes
• Commitment to excellence, efficiency, and continuous improvement in service delivery
• Passion for entrepreneurship and supporting mission-driven programs.

• Bachelor’s degree in Business Administration, Operations Management, Logistics, Project Management, or a related field
• Minimum of 3 years’ experience in operations, logistics coordination, administrative support, or a similar role
• Proven experience in vendor management, travel and accommodation coordination, and event logistics