Program Assistant Intern

Job Title:

Program Assistant Intern

Department

 Programs and Quality Assurance

Position type

Temporary

Grade

2

Reporting line

Reports to: Director of Program and Quality Assurance

Duty station

Country Office, Kigali

Organization profile

World Relief is a global Christian humanitarian organization that is fighting for change that lasts, right in the U.S. and across the globe. We boldly engage the world’s greatest crises in partnership with the church. We envision thriving, welcoming communities where families flourish and people experience restorative relationships with God, their neighbors, themselves and all of creation. The organization is 80 years old and has worked in over 100 countries around the world since its founding.

In the United States, we come alongside local churches, community organizations and hundreds of individual volunteers to support newly arriving refugee and other immigrant families. Today, we are proud to partner with over 6,000 local churches, and 95,000 volunteers globally to bring hope, healing and transformation to the most vulnerable.

Job summary

The Program Assistant Intern will provide essential administrative and programmatic support to the Programs and Quality Assurance team at World Relief Rwanda by assisting with the implementation of activities across Child Development and Protection, Gender Equality and Social Inclusion (GESI), Water, Sanitation and Hygiene (WASH), Economic Development, and Livelihood programs. This role will provide hands-on experience in program management, community engagement, monitoring and evaluation, and administrative support, contributing to the overall effectiveness of the Programs Impact and Quality (PIQ) team.

Duties and Responsibilities

1. Administrative Support (30%)

• Provide general administrative assistance to the PIQ team, including managing schedules, coordinating meetings, and preparing meeting agendas and minutes.
• Organize logistics for training sessions, workshops, field visits, and other program-related events, ensuring all materials are prepared.
• Maintain organized records and digital files for program documentation, ensuring ease of access for the PIQ team.
• Assist with communication and correspondence to program stakeholders, including drafting emails, letters, and reports as needed.
• Support the preparation and processing of internal documents such as purchase requests and travel authorizations.

2. Program Support (30%)

• Assist in the planning and coordination of child development initiatives, promoting Early Childhood Development (ECD), youth life skills, and child protection programs.
• Support the integration of Gender Equality and Social Inclusion (GESI) principles across programs by organizing workshops for staff and partners.
• Participate in the execution of Water, Sanitation, and Hygiene (WASH) activities, contributing to hygiene promotion and sanitation facility management.
• Help implementing economic development and livelihood initiatives by assisting with vocational training and savings groups.

3. Monitoring, Evaluation, Accountability, and Learning (MEAL) (20%)

• Support the logistical coordination of field visits, including arranging schedules, travel plans, and preparing materials for data collection.
• Maintain organized records of MEAL documentation, such as field visit reports and data collection instruments, ensuring easy access for the team.
• Facilitate communication between the MEAL unit and other program teams, helping ensure that feedback and data needs are effectively addressed.

4. Communication and Reporting (10%)

• Assist with the preparation of program reports by compiling data and drafting content that highlights achievements and challenges.
• Help create communication materials, including newsletters, social media posts, and advocacy content that reflect the work of the PIQ department.
• Collaborate with the communication team to gather success stories and testimonials showcasing the impact of World Relief Rwanda’s programs.

5. Capacity Building and Staff Development (10%)

• Participate in organizing and facilitating staff training and development activities, such as workshops and seminars, by preparing related logistics, taking minutes, and reporting on these activities.
• Support the creation of training materials that enhance the skills and knowledge of all PIQ staff.
• Attend staff meetings and contribute ideas to improve program strategies and execution.

6. Additional responsibilities

• The duties and responsibilities outlined above are not exhaustive; the role holder may be required to perform additional tasks that are reasonable and aligned with the job incumbent skills and experience.

Job specification requirements

Qualifications & Experience Required

Essential skills

Education:

• Completed a Bachelor’s degree in Public Health, Social Sciences, International Development, Business Administration, or a related discipline

Experience:

• Previous internship or volunteer experience in administrative support, program support, or related roles preferably within a non-profit or international development context is an advantage but not required.
• Familiarity with program management principles and practices, especially in areas related to child development, health, nutrition and WASH, Community Development etc.
• Experience organizing events, workshops, and training sessions is an advantage.

• Keen attention to detail in documentation, reporting, and logistics management to ensure high-quality outputs.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data management tools.
• Fair written and verbal communication skills, with the ability to present ideas clearly and concisely.
• Ability to collaborate effectively with diverse teams and engage with beneficiaries and stakeholders.
• Willing to learn organizational skills to manage multiple tasks effectively and meet deadlines.
• Eagerness to learn and engage with community members, staff, and program partners in a professional manner.

Core competencies

Learning and Development

Gaining hands-on experience and learning from skilled professionals.

Research Assistance

Supporting research efforts through data collection, literature reviews, and analysis.

Administrative Support

Providing support in administrative tasks to various team members, facilitating efficient operations.

Team Collaboration

Working effectively within teams to contribute to collaborative goals and objectives.

Key Performance Indicators (KPIs)

• Percentage of tasks completed within established deadlines, including report submissions and meeting preparations.
• Accuracy and organization of maintained records and documentation, assessed through regular audits.
• Feedback ratings from participants in training sessions and workshops organized by the intern, reflecting overall satisfaction and learning outcomes.
• Timeliness and clarity of prepared reports, communication materials, and summaries, assessed by supervisor feedback.
• Participation rates in monitoring and evaluation activities, including field visits and data collection efforts, contributing to data quality assessments.
• Number of training materials developed or improved, and feedback from staff on the effectiveness of training sessions facilitated.

Working conditions

As a Program Assistant Intern with World Relief Rwanda, you will be working in a dynamic and collaborative environment within the Programs, Impact, and Quality (PIQ) team. This internship is designed to provide hands-on experience in various aspects of program support, including administrative assistance, community engagement, monitoring, and communication. The position will require you to interact with a diverse range of stakeholders, including program staff, community members, and partners, making strong interpersonal and communication skills essential for success. Key working conditions include:

• Office Setting: Your primary work activities will take place in the office, where you will collaborate closely with the PIQ Director and other team members. You will manage tasks related to program logistics, documentation, and reporting
• Field Visits: There may be opportunities to participate in field visits to observe program implementation and community engagement directly. As such, candidates should be prepared for a blend of office-based and fieldwork responsibilities.
• Standard Schedule: The internship will typically follow a full-time schedule, usually Monday through Friday, with around 40 hours of work per week.
• Flexibility: While you will have a standard work schedule, flexibility may be required to accommodate field visits, training sessions, and community engagement activities, which may occur outside of normal office hours.
• Interdepartmental Collaboration: As an intern, you will work closely with program teams, the Director of Programs and Quality Assurance, and other staff members, fostering a collaborative approach to learning and contributing to PIQ activities. This teamwork will enable you to gain insights from experienced professionals and participate actively in various projects.
• Safety Protocols: When conducting field visits, adherence to health and safety protocols is crucial. The organization emphasizes the well-being of its staff and beneficiaries, necessitating compliance with established guidelines during data collection and interactions in the community.
• Travel Safety: While traveling to program sites, you will be encouraged to exercise caution and remain aware of local safety conditions to ensure a secure and productive experience.
• Learning Opportunities: This internship offers numerous professional development opportunities, including participation in training initiatives, workshops, and learning forums These experiences are designed to enhance your skills and knowledge in the field while enabling you to network with other professionals.
• Mentorship and Guidance: You will receive mentorship and support from the PIQ Director and other experienced team members, allowing for a rich learning experience where you can ask questions and seek feedback on your work.

Application process

If you are interested and qualified for this position:

• Please submit one PDF document including your application letter addressed to the Country Director of World Relief Rwanda, copy of your notified Degree, comprehensive Curriculum Vitae with three (3) names of referees, copy of your identity card and a recommendation letter from your Church Pastor or Priest (Not exceeding 6 months), not later than November 14^th, 2024.
• Be a Rwandan by Nationality.
•  Applications will be sent to rwandajobs@wr.org & indicate the job title in the email subject
• Only shortlisted candidates will be notified.
• Note that application letter and CV should be signed.

Done at Kigali on October 31^st, 2024.