Program Support Specialist
3 days ago
We are looking for a highly organized and detail-oriented individual to join our team as a Program Support Specialist. As a key member of our team, you will play a critical role in supporting project managers and contributing to the success of our clients. Your primary responsibilities will include managing budgets, vendors, and reporting, while ensuring effective communication across stakeholders.
About the Job- Budget Tracking and Reporting:
As a Program Support Specialist, you will be responsible for tracking expenses, managing expense gaps, and validating planned vs. actual vs. adjusted expenses. You will also highlight discrepancies and overspending, and manage budget-related risks, including raising, maintaining, monitoring, and mitigating risks.
- Vendor/Supplier Management:
You will support internal contract management, including legal clearance processes, assist in vendor/supplier contracting and e-Memo processes, manage vendor/supplier invoice processing, including timesheet review and optimization, and work with Project Managers to review timesheet entries and activities.
- Reporting & Governance:
You will schedule and manage logistics for meetings as per project governance, conduct pre-consultations with stakeholders, draft, review, and publish status reports and meeting minutes, track and assign action items, ensuring follow-ups until closure, schedule and manage logistics for Steer Co meetings, conduct pre-consultations with stakeholders, draft, review, and publish Steer Co decks and meeting minutes, consolidate, assign, and track action items to ensure closure.
- Project Management Support & Coordination:
You will maintain and track the RAIDS (Risks, Assumptions, Issues, Dependencies) register, assist in maintaining the stakeholder matrix and communication plan, support new project initiation activities, aid the Program Manager in financial planning, draft and submit applications for Kessai processes, support Project Managers in Kessai drawdown planning, review, and approval, track action items and program activities through a TO-DO tracker, manage demand forecasting and fulfillment for the program/project, create and maintain a resource loading sheet (RLS), oversee the resource requisition process, including sourcing and interviews, track resource leave management for project resources, and assist in vendor resource onboarding, including laptop issuance, ID card access, and logistics.
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