Program Assistant – Emali

Title: Program Assistant – Emali

Location: Emali
Reporting Relationship: Programs Manager
Duration: 1 year renewable

Job Overview

As the Program Assistant at Emali Dedicated Children’s Agency (EDCA), you will play a pivotal role in providing administrative and logistical support for our projects and initiatives. Reporting to the Programs Manager, you will be instrumental in ensuring the smooth operation of programs, corresponding effectively with management, and contributing to the overall success of our organizational objectives.

Responsibilities

• Primary Contact: Serve as the main point of contact for program procedures and policies.
• Representation: Act as a representative for the organization in program-related matters.
• Correspondence: Engage in effective communication with management regarding program goals and objectives.
• Administrative Support: Execute administrative tasks to facilitate a productive work environment.
• Operational Efficiency: Ensure that program operations align with the organization’s objectives.
• Meeting Support: Attend Programs team meetings, take minutes, and assist in documentation preparation.
• Calendar Management: Maintain office calendars and send reminders for appointments.
• Document Preparation: Type letters, reports, and compile bulk mailings for the program team.
• Event Coordination: Assist in planning and overseeing significant events for the programs team and manage event budgets.
• Resource Coordination: Make reservations for off-site meetings, reserve equipment, and conference rooms.
• Interdepartmental Liaison: Act as a liaison between different departments to facilitate smooth communication.
• Email Management: Relay internal emails to staff as directed by Management.
• Application of Skills: Utilize strong organizational and interpersonal skills to perform duties effectively.

Minimum Qualifications

• Diploma or Degree in Project Management, Social Work and Community Development, Business Administration, or related field from a recognized institution.
• Excellent interpersonal skills with attention to detail and creative thinking.
• Proficiency in Microsoft Office applications and familiarity with office equipment.
• Previous experience working as a program assistant in an NGO setting.
• Strong oral and written communication skills with exceptional time management abilities.

Application Process

Interested candidates meeting the above criteria should submit their applications to hr@emalidca.org by 11:59 PM on 24th March 2024. Only shortlisted candidates will be contacted.

EDCA Commitment

At EDCA, we are committed to diversity and inclusion. We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, gender, sexual orientation, age, marital status, or disability. We encourage all qualified individuals to apply.

Please submit applications in English language only.

JOIN OUR TALENT NETWORK

Don’t see a fit at this time? Don’t worry. Join our Talent Network and get notified about the latest opportunities. Join Now

Follow  JOBS-HUB.ORG channel on WhatsApp: JOIN NOW!

Sample Cover Letter for a Program Assistant

[Your Name]

[Your Address]

[City, State, Zip Code]

[Your Email Address]

[Your Phone Number]

[Date]

[Recipient’s Name]

[Recipient’s Title]

[Company Name]

[Company Address]

[City, State, Zip Code]

Dear [Recipient’s Name],

I am writing to express my interest in the Program Assistant position at Emali Dedicated Children’s Agency (EDCA), as advertised. With a strong background in project management, a passion for community development, and proven experience in administrative support within the NGO sector, I am confident in my ability to contribute effectively to your team.

Throughout my career, I have demonstrated a commitment to supporting the successful implementation of various programs and initiatives. In my previous role as a program assistant at [Previous Organization], I played a pivotal role in providing comprehensive administrative support to the programs team. This included coordinating meetings, managing correspondence, preparing documentation, and ensuring smooth communication between departments. My proactive approach to problem-solving and exceptional organizational skills enabled me to effectively manage multiple tasks while maintaining a high level of accuracy and attention to detail.

One of my key strengths is my ability to build strong relationships with stakeholders at all levels. Whether liaising with internal teams, external partners, or community members, I strive to foster open communication and collaboration to achieve common goals. I am adept at adapting to diverse working environments and thrive in fast-paced settings where I can make a tangible difference.

I am particularly drawn to the Program Assistant role at EDCA because of the organization’s commitment to making a positive impact on the lives of children and families in the community. I am inspired by EDCA’s mission to provide dedicated support to vulnerable children and believe that my skills and experience align well with the objectives of the organization.

In addition to my professional experience, I hold a [Degree/Diploma] in [Relevant Field] from [University/Institution]. My academic background has equipped me with the theoretical knowledge and practical skills necessary to excel in this role. I am proficient in Microsoft Office applications, possess strong communication skills, and am highly adaptable to changing priorities and environments.

I am excited about the opportunity to contribute to the meaningful work being done at EDCA and am eager to bring my passion for community development and my dedication to excellence to your team. Thank you for considering my application. I look forward to the possibility of discussing how my qualifications and experience align with the needs of the organization further.

Warm regards,

[Your Name]

Possible Program Assistant Interview Questions With Answers

1. Can you tell us about your previous experience working as a program assistant in an NGO? Answer: Certainly, in my previous role, I was responsible for providing comprehensive administrative support to various programs, including correspondence management, meeting coordination, and event planning.
2. How do you prioritize tasks when faced with multiple deadlines? Answer: I prioritize tasks based on urgency and importance, utilizing tools like to-do lists and calendars to ensure timely completion of all responsibilities.
3. How do you ensure effective communication between different departments within an organization? Answer: I facilitate communication by maintaining open channels, relaying important information promptly, and fostering collaboration through regular meetings and updates.
4. Can you provide an example of a time when you had to handle a challenging situation in your previous role? Answer: Certainly, I once encountered an unexpected budget shortfall for an event. I promptly communicated the issue to management, researched alternative solutions, and successfully negotiated discounts with vendors to stay within budget.
5. How do you stay organized while managing multiple tasks simultaneously? Answer: I rely on efficient time management techniques, such as breaking down tasks into smaller, manageable steps, setting deadlines, and regularly reassessing priorities to adapt to changing circumstances.
6. What strategies do you use to ensure accuracy in your work? Answer: I pay meticulous attention to detail, double-checking my work for errors, and utilizing proofreading tools when necessary. Additionally, I seek feedback from colleagues to ensure accuracy and quality.
7. How do you handle confidential information in the workplace? Answer: I treat confidential information with the utmost discretion and adhere strictly to organizational policies and protocols. I understand the importance of safeguarding sensitive data to maintain trust and integrity.
8. Can you describe your approach to event planning and coordination? Answer: My approach involves meticulous planning, clear communication with stakeholders, attention to detail in logistics, and proactive problem-solving to ensure seamless execution of events.
9. How do you adapt to changes in organizational priorities or procedures? Answer: I remain flexible and adaptable, embracing change as an opportunity for growth. I stay informed about organizational developments, seek clarification when needed, and adjust my approach accordingly to align with new priorities.
10. What motivates you to work in a role like the Program Assistant position at EDCA? Answer: I am passionate about making a positive impact in the community and contributing to meaningful projects that align with my values. The opportunity to support EDCA’s mission and work alongside dedicated professionals is highly motivating to me.

Best wishes in your application process! Remember, at EDCA, we are committed to attracting and retaining the best talent from diverse backgrounds. We do not charge any application or recruitment fees, whether refundable or not. Join our Talent Network and stay updated on future opportunities: Talent Network.

JOBS-HUB.ORG