We are seeking a highly organized and versatile individual to join our team. As a Program Support Specialist, you will play a key role in supporting various aspects of our organization, including procurement, finance, event coordination, communications, and operations. The ideal candidate is detail-oriented and proactive and possesses excellent communication and multitasking skills.
RESPONSIBILITIES:
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
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
Apply via :
phg.tbe.taleo.net
