Program Support Associate (Bihar and Odisha)

Role overview

The Program Support Associate will provide operational backbone support for the state offices in Bihar and Odisha. This position covers administration, logistics, procurement assistance, vendor follow-up, and full-cycle event coordination for workshops, meetings, trainings, seminars, and review sessions. The role is focused on keeping day-to-day operations running smoothly, ensuring documentation is in order, and supporting compliance with internal processes.

State administration and operational coordination

• Oversee routine administration and operational needs of the state office.
• Arrange administrative support for state activities, meetings, trainings, workshops, and field visits.
• Keep records, inventories, files, and other administrative documents well organized and up to date.
• Plan travel, lodging, local transport, and other logistics for staff, consultants, and guests.
• Monitor office assets and equipment, including maintenance and tracking.
• Act as a coordination point between the State Office and Head Office on administrative matters.
• Maintain operational records and ensure work is aligned with organizational procedures and policies.

Procurement and vendor coordination

• Assist with procurement activities in accordance with organizational guidelines.
• Work with vendors and service providers on quotations, negotiations, delivery follow-up, and completion of procurement tasks.
• Maintain vendor files, procurement paperwork, and documents related to payments.
• Coordinate printing, content/material development, and purchase of training and workshop materials.
• Support prompt handling of invoices, bills, and supporting documents with the Finance and Admin teams.
• Help with consultant coordination, contract records, and invoice processing.

Event, workshop, and logistics management

• Take ownership of end-to-end event coordination for workshops, meetings, seminars, trainings, and review meetings at the state level.
• Handle venue shortlisting, vendor finalization, hospitality planning, participant logistics, and execution of the event.
• Prepare event documents such as agendas, attendance sheets, participant lists, and logistics plans.
• Coordinate with internal teams, resource persons, vendors, and attendees to ensure events run without disruption.
• Track event costs and support timely settlement and documentation.
• Keep complete records for all workshops, trainings, and events conducted.

Additional responsibilities

• Carry out other work-related tasks as assigned from time to time.

Qualifications and preferred background

A bachelor’s degree in arts, commerce, social sciences, social work, or a livelihood-related discipline is required. A master’s degree in business administration or social work is preferred. Candidates should bring at least 2 years of relevant experience in program and administrative support. Prior exposure to the development sector or INGOs will be an advantage. Strong computer skills in Microsoft Word, PowerPoint, Excel, and Outlook are expected.

Knowledge and competency requirements

The role calls for a solid grasp of integrated development concerns, the underlying causes of poverty in India, and a practical understanding of development trends, challenges, and opportunities, along with their impact on community development.