Program Assistant Tempo Inteiro

Population Services International (PSI) is hiring a Program Assistant.

Grade/Level: Província: Maputo

Reports to: HR Director

Job Summary

The Program Assistant – Central Operations & Program Support is based at PSI Mozambique’s central office in Maputo and provides coordinated programmatic and operational support across multiple provinces and projects.

The role ensures effective planning, implementation tracking, and operational readiness of field activities by working closely with program teams, operations units, and provincial staff. It serves as a key coordination point between central departments and provincial implementation teams, helping to streamline processes, improve efficiency, and ensure compliance with PSI policies.

1. Program Coordination and Implementation Support

• Coordinate logistics for trainings, workshops, meetings, and supervision visits across projects.
• Arrange travel (flights, accommodation, per diem processes) for staff and participants.
• Prepare and track activity budgets in coordination with program teams.
• Ensure timely availability of training materials, supplies, and equipment.
• Develop and manage activity checklists to ensure smooth execution.
• Support preparation of programmatic reports for internal and donor use.
• Maintain centralized calendars and tracking tools for program activities.

2. Operational Planning and Support

• Work with program teams to plan activity schedules and logistical needs in advance.
• Track implementation calendars and ensure alignment between program timelines and operational readiness.
• Follow up with internal teams (Procurement, Finance, HR) to ensure timely delivery of services.
• Support coordination of field missions and supervision visits.

3. Procurement and Financial Coordination

• Initiate and follow up on procurement requests for goods and services required for program activities.
• Support processing of travel advances, payments, and liquidations in line with PSI policies.
• Track activity-related expenses and ensure proper documentation.
• Liaise with Finance to ensure timely processing of payments and compliance.

4. Communication and Coordination

• Serve as a coordination point between program teams, operations units, and provincial staff.
• Share logistical plans and updates with all relevant stakeholders.
• Support organization of coordination meetings and track action points related to operations.
• Ensure timely communication of changes or challenges affecting planned activities.
• Support internal communication flow within the department, ensuring timely follow-up and information sharing.

5. Documentation and Reporting

• Maintain organized records of all logistics-related documentation (travel, procurement, payments).
• Compile activity documentation (attendance sheets, agendas, reports).
• Support preparation of basic logistical summaries for internal reporting.
• Ensure proper filing for audit readiness.
• Maintain organized administrative records related to approvals, correspondence, and internal requests.

6. Asset and Materials Management

• Track movement and distribution of training materials and supplies.
• Support coordination of shipment and delivery of commodities and IEC materials.
• Maintain basic inventory records for program materials used in activities.

7. Administrative and Departmental Support

• Provide direct administrative support to all Programs, including travel and workshop arrangements.
• Organize and maintain departmental files (electronic and physical) in line with internal standards.
• Serve as a focal point for administrative coordination with HR, Finance, Procurement, and Administration units.
• Support onboarding logistics for new hires within the department (workspace, access requests, basic orientation logistics).
• Assist with compilation of information and documentation requested by management, donors, or auditors.

Required Qualifications

• Bachelor’s degree in Administration, Management, Logistics, Public Health, or related field.
• Minimum of 2–3 years of experience in logistics, operations, or program support, preferably in an NGO setting.
• Experience organizing training, workshops, or field activities is highly desirable.
• Basic understanding of procurement and financial processes.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office (Excel and Outlook are essential).
• Fluency in Portuguese; English is an advantage.
• Experience in administrative support or office management is an asset.
• Strong follow-up and coordination skills.

Other Requirements

• Willingness to travel occasionally to provinces.
• Ability to manage multiple priorities across different teams.
• High attention to detail and problem-solving mindset.
• Strong interpersonal skills and ability to work across teams.
• Commitment to PSI values and safeguarding policies.