Program Associate

Duties and Responsibilities:

Program Operations -

·       Assist the program team in operations and procurement, including venue selection, logistical arrangements for meetings and events, and ensuring all necessary arrangements are in place;

·       Assist in coordinating participant invitations, managing attendance lists, and preparing meeting materials to ensure smooth execution;

·       Facilitate communication with stakeholders, the printing of materials, and coordinate travel and logistics (hotel booking, transport, and reimbursements) for in-person meetings, trainings, workshops.

Administrative Support -

·       Provide administrative support to the program team, including processing correspondence and filing procurement requisitions as per organizational protocols;

·       Assist with coordinating procurement and the distribution of field supplies, equipment, and training materials;

·       Draft correspondence independently or based on instructions and redirect as appropriate, bringing urgent matters to the attention of the supervisor.

Financial Coordination -

·       Coordinate the processing of invoices for program team members and vendors, working closely with the finance and operations teams;

·       Track invoice submissions, liaise with finance and accounting, and address any questions or issues related to payments;

·       Compile support documentation for financial payments and process purchase orders;

·       Provide administrative support to project team members for timely reimbursements and payments.

Stakeholder Coordination -

·       Manage travel arrangements for the team, including handling cancellations or changes in travel plans;

·       Assist in follow-up with vendors, government agencies, and field teams to ensure smooth operations.

Documentation -

·       Maintain detailed program records and documentation, ensuring all records are accurate and up to date;

·       Support the team by suggesting some administrative improvements in line with program norms;

·       Conduct data entry as and when needed to support the program activities, reporting, monitoring, and evaluation;

·       Assist with additional tasks as assigned by the supervisor to support overall program effectiveness.

Qualifications:

Education -

·       Bachelor’s degree in a related field required.

Skills & Abilities -

·       Strong organizational and time management skills to manage program activities, logistics, and documentation;

·       Excellent written and verbal communication skills to interact professionally with government officials, program partners, and vendors. Professional oral and written proficiency in native language. Competence with English is preferred. Ability to draft official correspondence independently is a plus;

·       Exceptional attention to detail to ensure accuracy in documentation, financial processing, and logistical arrangements;

·       Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint

Experience:

Required -

·       Minimum three years of work experience; working in public health, public policy, international development, and/or non-profit;

·       Experience in invoice tracking, processing, and managing including invoice processing, tracking payments, and managing purchase orders. Ability to assist with budget planning and procurement coordination for program activities.

Preferred -

·       At least 1 year of work experience with the government;

·       Experience working collaboratively and remotely with internal and external team members to provide administrative support on time;

·       Experience using platforms such as DocuSign, CLM, NetSuite, Monday, Airtable, and Slack is a plus;

·       Ability to draft official correspondence independently is a plus.

·       , Outlook) and other relevant administrative tools.

Working Conditions and Physical Requirements:

·       This is a full-time position that can be based remotely from Accra, Ghana. This Vacancy Advertisement is open to Ghanaian Nationals and candidates holding a valid work resident permit for Ghana;

·       The successful candidate will be hired on Vital’s Employer of Record;

·       Willing to travel for in-person meetings and field visits in Ghana as needed, and occasionally travel internationally to attend meetings.