Program Support Specialist

JOB SUMMARY:

CARE knows that when barriers to progress are taken out of their way, women entrepreneurs are an unstoppable force. We know that when women business owners have the support, training, access to finance and digital skills they deserve, they thrive, creating opportunities not only for themselves but for everyone around them. Drawing on lessons from our own work and partners and collaborators around the world, CARE launched a Women’s Entrepreneurship practice in 2019. This rapidly growing portfolio has already impacted over 150,000 entrepreneurs and unlocked over $150M in loans across the world. CARE takes a human-centered approach to understanding the needs and ambitions of women business owners and works across the private and public sector to deliver powerful, scalable programs that drive business growth, job creation and economic justice. We are looking for a dynamic, motivated professional to join our team as a key Program Support Specialist of the Women's Entrepreneurship Unit.

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, project management and organization skills.

RESPONSIBILITIES:

Administrative/Procurement/Finance Support

• Support day-to-day operations by addressing administrative needs, resolving operational issues, and notetaking for internal and external meetings.
• Support financial processes such as expense tracking, invoice processing, and budget monitoring.
• Write scopes of work or terms of references for consultants or vendors.
• Communicate with vendors and consultants to obtain quotes, negotiate terms, and finalize contracts.
• Support the procurement process for program supplies, services, and equipment in close coordination with the procurement team and finance team.
• Assist in maintaining procurement and finance records, invoices, and collaborate with procurement and finance team to ensure payment of goods and services.

Program Support and Coordination

• Collaborate with team to track and monitor deliverables for the program.
• Assist in the development and maintenance of program documentation, including project plans, timelines, meeting notes and reports.
• 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.
• Schedule meetings, coordinate across multiple teams, and ensure program activities are being delivered.
• Monitor grant compliance and reporting deadlines.
• Assist in the preparation and submission of grant deliverables and reports.

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.

Event Management and Logistics 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.

QUALIFICATIONS:

• Bachelor's degree in relevant field.
• 3-5 years experience in a program operations support role including but not limited to procurement, event management and admin.
• Highly detail-oriented and organized.
• Excellent written and verbal communication skills.
• Professional speaking/writing in English.
• Excellent program management, planning skills and process orientation.
• Microsoft Suite: Word, Excel, PPT, Outlook, Teams.