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CLOSED FOR APPLICATIONS

Program Support Specialist

Closing: Jun 11, 2024

This position has expired

Published: Jun 10, 2024 (11 days ago)

Job Requirements

Education:

Work experience:

Language skills:

Job Summary

Contract Type:

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QUALIFICATIONS:

  • Bachelor's degree in relevant field.
  • 2 years experience in an Operations role including but not limited to procurement, event management and Admin.
  • Professional writing in English
  • Project management and process oriented
  • Microsoft Suite: Word, Excel, PPT, Outlook, Teams


Responsibilities

QUALIFICATIONS:

  • Bachelor's degree in relevant field.
  • 2 years experience in an Operations role including but not limited to procurement, event management and Admin.
  • Professional writing in English
  • Project management and process oriented
  • Microsoft Suite: Word, Excel, PPT, Outlook, Teams


Administrative Support

  • Assist in the development and maintenance of program documentation, including project plans, timelines, meeting notes and reports.
  • Support day-to-day operations by addressing administrative needs and resolving operational issues, as well as notetaking for internal and external meetings
  • Maintain accurate & up-to-date program data and records, especially using Microsoft Teams and SharePoint. Assist in collection, analysis, and reporting of program-related data.
  • Support the procurement process for program supplies, services, and equipment in close coordination with the procurement team and finance team.
  • Collaborate with the procurement team to facilitate the purchase of goods and services.
  • Assist in maintaining procurement records and ensuring compliance with company policies.
  • Communicate with vendors to obtain quotes, negotiate terms, and track deliveries

Event & Logisitics Coordination

  • Plan and coordinate events, including meetings, conferences, and team-building activities.
  • Manage logistics, such as venue selection, catering, audiovisual equipment, and guest accommodations.
  • Provide virtual and on-site support during events, online or offline using Zoom or Teams, to ensure smooth execution.
  • Coordinate travel arrangements, accommodations, and logistics for program-related activities.

Finance Administration & Grants Coordination

  • Support financial processes such as expense tracking, invoice processing, and budget monitoring.
  • Assist in preparing financial reports and statements for management review.
  • Work closely with the finance team to ensure accurate and timely financial transactions
  • Assist in the preparation and submission of grant proposals and reports.
  • Monitor grant compliance and reporting deadlines.
  • Collaborate with the development team to ensure alignment of program activities with grant requirements.

Communication, Monitoring & Evaluation and Stakeholder Engagement

  • Liaise with internal and external stakeholders to facilitate communication and collaboration.
  • Assist in the preparation of materials for program presentations and reports.
  • Assist in creating and editing communication materials, including newsletters, announcements, and presentations.
  • Collaborate with the communications team to ensure consistent messaging across various platforms, including managing social media accounts (i.e. LinkedIn).
  • Monitor and respond to inquiries through email and other communication channels.
  • Support the monitoring and evaluation processes of programs.
  • Assist in gathering feedback from program participants and partners


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