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