Job Description
ASSOCIATE, PROGRAM OPERATIONS
01 POSITION - BASED IN COLOMBO
POSITION OVERVIEW
The Program Operations Associate position will be responsible for Room to Read in carrying out all the collection, compiling and editing of all kinds of internal and external reporting. This includes, but is not limited to, donor reporting, NGO reporting, MoUs, and all kinds of meeting reports. Support CD in Administrative functions related to NGO secretariats, District Secretariats and MoEs. The position will have regular interactions with all staff.
PRIMARY DUTIES & RESPONSIBILITIES
- Work closely with field program operations and Literacy & GEP teams in the country office and on gathering reports and information to prepare all internal and external reports.
- Support preparation of all MOUs, Partner agreements, School agreements, Terms of References & other agreements.
- Preparation of Annual Action plans, Annual updated information submissions, quarterly NGO reports for NGO secretariat, National & Provincial Ministries of Education, Donors and maintain systematic updated records for RtR.
- Generate Budget Monitoring Reports, monthly, quarterly in coordination with the field operations teams, Literacy, GEP & Finance teams.
- Assist Manager - Admin & Operations in Annual Planning & Budgeting process and closely working with finance team.
- Support to Review and update Program operations related manuals, process charts, guidelines and checklist and train/guide field staff to ensure they are consistently complying and adhering to those.
- Handling monthly cash forecasting process and support finance on time submission to GO.
- Assist in preparing regular updates on program implementation & plans to Country Management Team.
- Support RtR internal auditors during internal auditing process and work with Program Operations Manager on producing necessary reports and documents.
- Liaises with NGO Coordinator District Secretariats and relevant officials attached to NGO secretariat and supports Manager Program Operations to attend periodic meetings at Colombo District Secretariat.
- Handling DevResults works with GSD power user and train/guide field staff on DevResults.
- Review and allocate GSD annual forecasts.
- Coordinate monthly progress review meetings with program teams and maintain meeting reports.
- Attend Project Management related meetings with the Global Office and Country Office and handle all related documentation.
- Monitor monthly program expenses through BMT and do reconciliations with finance performance reports.
- Handling petty cash payments and maintaining records.
- Handling Stationary requests, dispatched and maintaining records of purchase and distributions of stationaries and groceries.
- Coordinating Mobitel corporate package of voice and data and handling payment process.
- Coordinate and Manage PickMe corporate app and handling payment process.
- Handling documentation and correspondence related to GINKI process.
- Record keeping of all lease agreements & renewal notices.
- Perform any other duties delegated by Supervisor.
Qualifications Required:
- Degree in the relevant field
- Diploma in secretarial practices will be added qualifications.
- Excellent verbal and written communication skills in English and local language (Sinhala or Tamil) is a must
- Sound knowledge in compiling, documentation and report writing.
- computer literate with MS Office must
- Must have proficient knowledge in office administration.
- Effective verbal and listening communications skills.
To be successful as a member of the Room to Read team, you will also:
- Have a passion for our mission and a strong desire to impact a dynamic non-profit organization
- Be an innovative and creative thinker—not afraid to try something new and inspire others
- Have a very high level of personal and professional integrity and trustworthiness
- Have a strong work ethic and require minimal direction
- Work well independently as well as part of a team
- Thrive in a fast-paced and fun environment
The salary range for this position will be determined based upon the experience of the candidate hired. Benefits including health, accident and provident fund are also provided. Additional benefits include a unique opportunity to be part of an innovative, meaningful, and rapidly growing organization that is changing the world through the lifelong gift of education.
Should you meet our expectations, please forward your detailed CV together with the names & contact details of 03 non-related referees within 10 days to [email protected] (Please mention the post applied on the subject line).
“Room to Read is a child-safe organization; all personnel must adhere to Room to Read's Child Protection Policy, Child Protection Code of Conduct and Prevention of Sexual Exploitation and Abuse (PSEA) Policy.”
Background check will include the verification of employment history and criminal check. Selected candidates may be required to provide additional information to conduct a background check.
Only shortlisted candidates will be notified. Room to Read is an equal opportunity employer. Canvassing will be a definite disqualification.
