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Operations Support Associate
2 months ago
Position Overview
The Program Support Specialist plays a crucial role in the daily functions of the Inteleos Foundation by ensuring the effective execution and management of program initiatives. This role encompasses the organization and upkeep of detailed program documentation, the coordination of meetings and events, and the management of communications with both internal teams and external partners.
Key Responsibilities
- Assist in organizing and maintaining program-related documentation, including project outlines, reports, and correspondence.
- Schedule and coordinate meetings, workshops, and events, both internally and with external collaborators.
- Manage communications and respond to inquiries in a timely and professional manner.
- Support data collection and analysis for program assessment and evaluation.
- Maintain accurate and up-to-date databases, ensuring the integrity and confidentiality of program-related information.
- Facilitate effective communication and collaboration with internal and external stakeholders.
- Draft and edit program-related communications, reports, and other necessary documents.
- Assist in coordinating travel arrangements, accommodations, and logistics for program staff and partners.
- Support the procurement process for program supplies and materials.
- Contribute to the preparation of regular reports for the Board of Directors and program updates, highlighting key achievements and challenges.
- Perform other duties as assigned.
Supervisory Environment
This position operates under direct supervision with clearly defined tasks and objectives. The incumbent will make decisions of moderate complexity, primarily impacting their immediate work group, with some influence at the next organizational level. Work products are subject to management review for content, quality, and appropriateness. While there are no formal supervisory responsibilities, the incumbent may occasionally provide guidance to other team members.
Work Environment
The role is primarily desk-based, either in an office setting or an approved remote location. Regular visits to the office may be required for project oversight and task completion. The position may necessitate evening and weekend hours, as well as occasional travel. Minimal physical requirements are expected.
Qualifications
- Bachelor's degree in a relevant field (e.g., public health, international development) or equivalent work experience.
- A minimum of 3 years of experience in program support or a related capacity.
- Demonstrated organizational and multitasking skills with a strong attention to detail.
- Excellent written and verbal communication abilities.
Required Skills
- Ability to work independently and collaboratively within a team environment.
- Strong communication skills to effectively engage with stakeholders at all levels.
- Capacity to maintain a positive attitude in challenging situations.
- Experience in fostering a supportive and positive team culture.
- Exceptional attention to detail and consistent follow-through.
- Proficiency in managing accurate and confidential records and documentation.
- Experience in scheduling and coordinating meetings, workshops, events, and travel arrangements.
- Ability to support data collection, analysis, and report preparation for program evaluation.
- Strong writing and editing skills for drafting communications and reports.
- Proficiency in office technology, including Zoom, Teams, Canva, Prezi, and experience with donor databases.
- Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint).
This description provides an overview of the responsibilities associated with the position. It is not exhaustive, and the incumbent may be expected to perform additional duties as required. Responsibilities may evolve over time.
