Program Support Associate (Bihar and Odisha)

Description

FUNCTION: 
The Program Support Associate will be responsible for managing state office administration, logistics coordination, procurement support, vendor management, and end-to-end event management for workshops, meetings, trainings, and seminars. The role will ensure timely operational support, compliance with organizational procedures, and efficient coordination with internal teams and external service providers. 

A. State Administration & Operational Coordination (40%) 
• Manage day-to-day state office administration and operational requirements.
• Coordinate administrative support for state-level activities, meetings, trainings, workshops, and field visits.
• Maintain office records, inventories, files, and administrative documentation in an organized manner.
• Coordinate travel arrangements, accommodation, local transportation, and logistics for staff, consultants, and visitors.
• Ensure proper maintenance and tracking of office assets and equipment.
• Support smooth coordination between the State Office and Head Office on administrative matters.
• Maintain documentation related to operational activities and ensure compliance with organizational policies and procedures.

B. Procurement & Vendor Coordination (30%) 
• Support procurement processes in line with organizational procurement policies and guidelines.
• Coordinate with vendors and service providers for quotations, negotiations, delivery tracking, and timely completion of procurement activities.
• Maintain vendor records, procurement documentation, and payment-related paperwork.
• Coordinate printing, material development, and procurement of training and workshop materials.
• Ensure timely processing of invoices, bills, and supporting documents in coordination with Finance and Admin teams.
• Assist in consultant coordination, contract documentation, and invoice processing.

C. Event, Workshop & Logistics Management (25%) 
• Lead end-to-end event management for workshops, meetings, seminars, trainings, and review meetings at the state level.
• Coordinate venue identification, vendor finalization, hospitality arrangements, participant logistics, and event execution.
• Prepare event-related documentation including agendas, participant lists, attendance sheets, and logistical plans.
• Coordinate with internal teams, resource persons, vendors, and participants to ensure smooth event implementation.
• Track event-related expenses and support timely settlement and documentation processes.
• Ensure proper documentation and record-keeping of all workshops, trainings, and events conducted. 

May perform other job-related duties as assigned (5%) 

QUALIFICATIONS AND SKILLS: 
• Bachelor’s in arts/commerce, social sciences/ social work or livelihood sector with master’s in business administration (MBA), social work is preferred
• Minimum 2 years of relevant work experience in programmatic and administrative support function.
• Computer proficiency (Microsoft Word, PowerPoint, Excel, Outlook). 
• Experience in working with the development sector/ INGOs would be preferred. 
• Sound understanding of integrated development issues and critical analysis of the root causes of poverty in India. 
• Knowledge of development issues, trends, challenges and opportunities and implications to community development.