Functional relationships

 The Program Associate will report to the Program Director

Key Responsibilities

 Logistics support

• Manage logistical conflicts expeditiously, keeping Program Director informed.
• Coordinate travel for Program Director. Support the Operations Manager to coordinate international/domestic travel and hotel arrangements related to TL project activities.  Ensure that all travel arrangements comply with donor regulations and Helen Keller procedures.
• Communicate and follow up with countries to meet the deadlines for documentation necessary for their activities.
• Contribute to the preparation of workshop agendas and any necessary technical materials.
• Draft and send follow-up correspondence with participants after completion of workshops. Prepare written communications for participants, partners, and clients.
• Collaborate with finance to assure all purchases for activities are procured according to donor rules in a timely manner.
• Coordinate production and binding of materials for events.
• Travel to various activities in and outside of Abuja and provide support when required.

 Operations and Information Management

•  Update electronic calendar daily as activities are scheduled or modified.
•  Attend and document meetings as required.
• Develop and maintain project tracking sheets for ongoing activities and pending items.
• Serve as a resource to and operational liaison for other country offices and/or headquarters regarding program activities, as necessary.
• Maintain responsibility for file management on the shared drive on the network.
• Maintain contact lists for counterparts, clients, resource persons, consultants, etc.
• Follow up with countries for timely submission of project reports and documents to the Project team.
• Following guidance from Program Director and technical advisors, contribute to the collection of project information, the documentation of progress towards results and support the preparation of reports. This includes collating information, formatting, producing, and distributing reports. as appropriate.
• Conduct and/or support any special projects or other duties as assigned by supervisor.

 QUALIFICATIONS:

•  Bachelor’s Degree and/or equivalent relevant experience.
• Verbal and written language skills in English required.

REQUIRED SKILLS:

• Ability to work independently and take initiative.
• Ability to learn complex program procedures.
• Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
• Strong office and organizational skills.
• Demonstrated ability to work as an effective team member in a complex and fast paced environment.
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients and consultants.
• Demonstrated ability in computer skills for word processing, spreadsheets, and presentations (Microsoft Office applications preferred); and ability to learn new software packages.