Assistant Programs Manager

Pakistan Centre for Philanthropy; Lahore; On-site; PKR 900,000 - 1,300,000; Full time

Job summary

Pakistan Centre for Philanthropy in Lahore seeks an Assistant Programs Manager to support planning, implementation, and monitoring of development and humanitarian projects. The role involves coordinating with field officers, partners, donors, and internal teams to ensure timely execution and accurate reporting.

It also emphasizes data management, budgeting, and compliance with donor guidelines, along with learning and improving project outcomes.

Skills

Project coordination

Monitoring & reporting

Budget coordination

Stakeholder engagement

Tools

Microsoft Excel

Project management tools

Job description

Job Description: Assistant Programs Manager

Job Title: Assistant Programs Manager

Department: Programs

Reports To: Programs Manager

Key Responsibilities

1. Project Planning & Implementation

• Assist in planning and execution of development and humanitarian projects.
• Prepare project implementation plans, work plans, activity schedules, and operational timelines.
• Coordinate with field officers to ensure timely implementation of project activities.
• Monitor project progress against approved plans and budgets.
• Identify implementation challenges and recommend practical solutions.
• Support emergency response activities whenever required.
• Ensure projects comply with organizational policies and donor requirements.

2. Program Coordination

• Coordinate with field officers regarding ongoing activities.
• Facilitate communication among Programs, Finance, Procurement, HR, and Feedback departments.
• Coordinate with hospitals, schools, government departments, implementing partners, and community stakeholders.
• Coordinate meetings with project teams and prepare minutes of meetings.
• Follow up on action points until completion.

3. Donor Reporting & Documentation

• Prepare high-quality narrative reports for donors.
• Compile monthly, quarterly, interim, and final project reports.
• Ensure reports accurately reflect project achievements, outputs, outcomes, and beneficiary data.
• Success stories
• Beneficiary profiles
• Photographs
• Consent forms
• Distribution reports
• Activity reports
• Review reports submitted by field teams for completeness and accuracy.
• Coordinate with donors regarding information requests and reporting requirements.

4. Proposal Development

• Assist in developing project proposals and concept notes.
• Conduct needs assessment surveys and background research.
• Prepare logical frameworks, implementation strategies, and work plans.
• Develop project budgets in coordination with the Finance Department.
• Contribute to donor mapping and funding opportunity identification.
• Support preparation of Expressions of Interest (EOIs) and grant applications.
• Support monitoring visits to project locations.
• Review monitoring findings and prepare recommendations.
• Track project indicators and performance targets.
• Verify beneficiary data and supporting documentation.
• Maintain project databases and monitoring tools.
• Assist in impact assessments and lessons learned documentation.
• Ensure proper filing of monitoring reports.

6. Data Management

• Maintain project records in electronic and physical formats.
• Ensure accurate beneficiary databases.
• Prepare dashboards, summaries, and statistical reports.

7. Financial & Budget Coordination

• Coordinate with Finance regarding project expenditure.
• Monitor budget utilization.
• Assist in reviewing financial reports.
• Verify invoices, quotations, procurement documents, and supporting evidence.
• Track project expenditures against approved budgets.
• Assist in budget revisions when required.

8. Procurement Coordination

• Coordinate procurement requests for project implementation.
• Prepare technical specifications where required.
• Follow procurement timelines.
• Coordinate with vendors and procurement teams.
• Ensure procurement documentation complies with organizational policies.

9. Field Monitoring

• Conduct regular field visits.
• Meet beneficiaries and community representatives.
• Prepare field visit reports with observations and recommendations.

10. Communications & Visibility

• Coordinate with Communications Department for project visibility.
• Collect beneficiary photographs and videos.
• Prepare social media content related to project activities.
• Ensure donor branding guidelines are followed.
• Assist in preparing newsletters and organizational publications.

11. Stakeholder Engagement

• Develop positive relationships with:
• Donors
• Community leaders
• Implementing partners
• Educational institutions
• Attend coordination meetings and represent the organization professionally.
• Maintain effective communication with external stakeholders.

12. Compliance & Quality Assurance

• Ensure compliance with:
• Donor guidelines
• Organizational policies
• Financial regulations
• Child Protection Policies
• Data protection standards
• Maintain confidentiality of beneficiary and donor information.

13. Administrative Responsibilities

• Prepare official correspondence.
• Draft letters, emails, and meeting agendas.
• Maintain project filing systems.
• Support event planning, workshops, and training.
• Prepare presentations for management and donors.

14. Other Responsibilities

• Perform additional duties assigned by the Programs Manager or Executive Management.
• Support organizational emergencies and humanitarian responses.
• Contribute to organizational learning and continuous improvement.