Position Overview

The Program Administrator will provide comprehensive administrative, reporting, and organizational support across GER3’s Shelter and Debris Programs. This role is critical to the effective functioning of program operations and will support beneficiary registration, cash-for-work (CFW) documentation, payment verification, monitoring and evaluation (M&E) paperwork, and internal and external reporting.

The Program Administrator will work closely with the Program Manager, technical teams, and field staff to ensure accurate records are maintained, program data is up to date, and administrative processes meet GER3 and donor requirements.

Key Responsibilities

1. Beneficiary & Worker Registration

Support the registration of homeowners and beneficiaries participating in shelter and debris programs.
Maintain accurate and organized beneficiary records, including application forms, consent forms, and supporting documentation.
Register cash-for-work personnel and maintain complete files, including contracts, attendance sheets, and identification records.
Ensure all registration data is entered accurately, updated, and cross checked in program tracking systems.
2. Documentation & Record Management

Organize, file, and maintain both physical and digital program documentation in line with GER3 and donor requirements.
Track and manage paperwork related to shelter repairs, debris removal activities, and cash-for-work programming.
Ensure records are complete, accurate, and readily available for audits, reviews, and reporting.
3. Payments & Financial Administration Support

Support the preparation, verification, and organization of CFW payment documentation, including attendance sheets and supporting approvals.
Cross-check attendance records, beneficiary lists, and payment summaries to reduce errors and delays.
Coordinate closely with Program Manager to ensure complete and accurate payment packages are submitted on time
4. Monitoring, Evaluation & Reporting Support

Support the collection and organization of M&E paperwork, including attendance sheets, activity logs, output tracking forms, and beneficiary feedback.
Assist in compiling program metrics and basic statistics for internal tracking and donor reporting.
Support the Program Manager in preparation of weekly and monthly reports by ensuring data accuracy and completeness.
Maintain organized records to support monitoring visits, evaluations, and donor reviews.
5. General Administrative & Organizational Support

Provide general administrative support to program teams, including scheduling, correspondence, and meeting coordination as needed.
Support logistics and coordination for field activities where required (e.g., documentation preparation, printing, distribution of forms).
Assist with any other administrative tasks necessary to support shelter and debris recovery programs across the board.
Uphold confidentiality, data protection standards, and professional conduct at all times.
Qualifications & Requirements

Jamaican national withof 2–3 years of experience in an administrative, project support, or program assistant role, preferably in NGO or humanitarian settings.
Diploma or degree in business administration, project management, social sciences, or a related field is preferred.
Strong organizational and record-keeping skills with high attention to detail.
Experience handling beneficiary data, personnel records, or cash-for-work documentation is an asset.
Comfortable with basic data entry, reporting, and document management (Excel, Word, Google Workspace, or similar).
Ability to manage multiple tasks, meet deadlines, and work in a fast-paced recovery environment.
Strong written and verbal communication skills in English required for documentation and reporting.
Strong communication and interpersonal skills; able to work respectfully with community members, field staff, and partners.
High level of integrity, confidentiality, and professionalism.
Work Conditions

Home-based with coordination with field teams across St. Elizabeth and Westmoreland, and periodic site visits for paperwork collection, verification, and coordination.
May include some weekend work depending on program demands.
Reporting Lines:

This position will report directly to the Program Manager.

Please send your resume and cover letter with “Jamaica, Program Administrator” as the subject title of your email.