Program Assistant – Elections

Job description

The National Democratic Institute for International Affairs (NDI) is a nonprofit, nonpartisan organization working to support and strengthen democratic institutions worldwide through citizen participation, openness and accountability in government. NDI has supported democratic institutions and practices in every region of the world for more than two decades. Since its founding in 1983, NDI and its local partners have worked to establish and strengthen political and civic organizations, safeguard elections, and promote citizen participation, openness and accountability in government. NDI works in Zambia to support democratic institutions to better engage with stakeholders and citizens on national policy, legislation development and citizen concerns and priorities.

NDI invites applications from suitably qualified and experienced persons to fill one vacant post in Lusaka, detailed below. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities.

Position Summary

The Program Assistant will provide day-to-day programmatic, logistical, and administrative support to NDI Zambia’s elections programs. Working under the supervision of the Program Manager – Elections, the Program Assistant will assist in implementing program activities, coordinating with partners, supporting reporting processes, and ensuring smooth program delivery. This position provides an opportunity to gain hands-on experience in democracy, governance, and electoral programs while contributing to strengthening accountability and transparency in Zambia’s electoral processes.

Key Responsibilities

Provide administrative and logistical support for program activities, including workshops, trainings, and meetings.
Assist in managing communication and coordination with NDI’s local partner on electoral process observation
Support the preparation of program materials such as training manuals, agendas, and presentations.
Contribute to the collection, organization, and analysis of program data for reporting and monitoring and evaluation (M&E) purposes.
Contribute to program reports including bi-weekly reports and other M&E deliverables.
Support the Program Manager in reviewing subgrantee narrative and financial reports for accuracy and completeness.
Maintain organized filing systems (electronic and hard copy) for program documents, and correspondence.
Take minutes during meetings and ensure timely follow-up on action points.
Review media coverage of relevant events and issues and provide summaries to program staff.
Perform other programmatic or administrative duties as assigned by the Program Manager

Qualifications

Bachelor’s degree in Political Science, Development Studies, International Relations, or a related field.
At least 2-5 years of experience in program support, administration, or coordination, preferably in an NGO, donor, or international organization.
Strong organizational skills and attention to detail.
Excellent written and oral communication skills in English.
Ability to prioritize tasks and meet deadlines in a fast-paced environment.
Familiarity with democracy, governance, or election-related work is an asset.
High degree of professionalism, integrity, and responsibility.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).