Program Support Associate (Bihar and Odisha)

Role Overview

The Program Support Associate is tasked with overseeing state office management, coordinating logistics, assisting with procurement, managing vendor relationships, and executing comprehensive event management for workshops, meetings, trainings, and seminars. This position guarantees prompt operational assistance, adherence to organizational processes, and effective collaboration with internal departments and external partners.

Key Responsibilities

• Oversee daily administrative operations and fulfill office needs at the state level.
• Provide administrative support for state activities such as meetings, workshops, trainings, and field visits.
• Organize and maintain office documentation, inventories, and records systematically.
• Arrange travel, accommodations, local transport, and other logistical needs for personnel, consultants, and visitors.
• Monitor and maintain office assets and equipment efficiently.
• Facilitate coordination between the State Office and Headquarters on administrative affairs.
• Ensure all operational activities comply with organizational policies and maintain related documentation.
• Assist procurement by applying organizational policies, liaising with vendors for quotations, negotiations, and delivery tracking.
• Maintain vendor databases, procurement files, and payment-related records.
• Manage procurement and printing of materials needed for training and workshops.
• Coordinate timely invoice processing with Finance and Administration teams and assist with consultant contract and invoice handling.
• Lead all aspects of event management including venue selection, vendor coordination, hospitality, participant logistics, and event execution.
• Prepare event-related documentation such as agendas, attendance sheets, and logistics plans.
• Collaborate with various internal and external stakeholders to ensure seamless event delivery.
• Track event expenses and facilitate timely documentation and settlement of costs.
• Maintain comprehensive records of workshops, trainings, and events.
• Perform additional duties as assigned.

Required Qualifications and Competencies

• Bachelor’s degree in arts, commerce, social sciences, social work, or livelihood sector; a master’s degree (MBA or social work) is preferred.
• At least two years of relevant experience in program and administrative support roles.
• Proficiency in Microsoft Office suite including Word, PowerPoint, Excel, and Outlook.
• Experience in development sector or international NGOs is advantageous.
• Strong understanding of integrated development challenges and the underlying causes of poverty in India.
• Knowledge of development trends, challenges, opportunities, and their impact on community development.