Job Description

Program Administrator

Purpose of the Job

The Program Administrator for the Not Alone Program (NAP) is responsible for effectively handling various administrative duties and providing comprehensive support to ensure the seamless administrative functioning of the program. This role includes assisting budget preparation and quarterly analysis, and acts as the focal point for inter-departmental collaboration with the Procurement and Facilities departments. This position reports directly to the Senior Program Manager

Essential Functions and Responsibilities

• Lead and manage logistics for large events (e.g., Reps conferences, quarterly meetings, multi-day staff trainings, etc.), coordinating across teams and vendors to ensure successful completion.
• Assist in preparing and analyzing the annual program budget, monitor expenditures, conduct quarterly variance analysis, and recommend adjustments in future budgets.
• Serve as the main contact with facilities and procurement departments to ensure streamlined procurement practices and effective communication with field staff.
• Coordinate the production of annual and semi-annual MoSS reports, as well as responses to inquiries and audit questions routed from the finance department.
• Maintain an up-to-date version of the program administrative manual, reflecting all changes in processes and procedures.
• Handle daily administrative, operational, and logistical tasks, including obtaining quotations, booking venues, accommodations, transportation, and submit payment requests.
• Schedule and organize program-related meetings and events, record and archive meeting minutes, and manage program's social media accounts.
• Maintain storage, including recording, restocking, and dispatching printed manuals, equipment, and materials.
• Manage organization of all program records, reports, presentations, proposals, and children photo consents on SharePoint.
• Serve as the main focal point to receive families' complaints (concerning Reps) and redirect them to the relevant Area Program Manager.
• Perform other duties as assigned by the manager.

Required Education, Experience, Knowledge and Skills

• Bachelor's degree in business management, Office Administration, or a related field.
• 3-5 years of relevant professional experience.
• Full proficiency in English and Arabic, both written and spoken.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), as well as Outlook, Teams, and SharePoint.
• Strong interpersonal skills, with the ability to work effectively with staff at all levels and with external partners or vendors while maintaining a spirit of service.
• Excellent time management skills with the ability to complete individual tasks on schedule.
• Proven attention to detail, high level of accuracy, and strong problem-solving skills.
• Demonstrated ability to work independently with minimal supervision while also being an effective team player.

Travel and Working requirements

• Typical office environment such as walking, sitting, typing, using office equipment, and occasional lifting of boxes or luggage during travel
• Travel throughout Egypt may reach as much as 25% of the time.
• Working out of the official hours and on weekends may be required.