PROGRAM OFFICER

JOB SUMMARY:

The Program Officer (PO) will serve in the office of the Program Strategy and Innovation (PSI) Vice-President, providing executive support to the VP and advancing VP administrative priorities. This role requires a multifaceted approach, strong administrative and logistical capabilities, diplomatic communication skills for engaging with leadership, and the ability to produce high-quality content such as PowerPoint presentations and briefs. Attention to detail and an understanding of PSI VP needs are critical for success. As a member of the VP's office, the PO will interact regularly with the Vice President and other senior leaders, responding quickly to evolving needs and contexts.

The Program Officer will be responsible for day-to-day administrative, scheduling, event, and program support within the VP's office. Key duties include coordinating meetings, managing the VP calendar, arranging domestic and international travel (including flights, accommodation, and visas), event planning (logistics, IT setup, etc.), and procurement. The PO will also lead ad-hoc research and synthesis of reports to prepare for meetings.

The PO will assist the VP of PSI with outward communications, research, team coordination, and partnership support, both within CARE and externally. The focus of responsibilities may vary based on the PSI work plan, with time allocations discussed regularly with the VP.

The Program Officer will also support and directly report to the Senior Director of Strategic Alignment, Knowledge Management, and Learning. The PO will work closely with the SD to uphold the VP PSI office, coordinate meetings, develop meeting notes, track post-meeting action items, plan events, procure resources, maintain team files and knowledge management, platforms, assist with human resource processes, and support the SD with as assigned.

RESPONSIBILITIES:

Executive Support to the PSI Vice President Office

• Coordinate and manage the VP’s calendar, ensuring seamless scheduling and preparation for meetings, including logistics, agenda setting, and note-taking.
• Lead the daily administrative functions of the PSI VP office, such as tracking and updating the VP's work plan, communication plan, and deliverables.
• Collaborate closely with the VP to advance work plans, address time-sensitive priorities, and implement the communication agenda for the fiscal year.
• Arrange and manage all aspects of the VP's domestic and international travel, including flights, accommodations, visas, and timely processing of expense reports.
• Conduct research and prepare communication materials, including talking points, to support the VP in internal meetings and external engagements.
• Consolidate, analyze, and synthesize research, data and trends to inform decision-making and strategic planning.
• Oversee procurement processes as assigned, liaise with the Procurement team, draft scopes of work, process procurement requests and payments, and managing consultant contracts.

Support PSI SLT Meetings and Department Engagement

• Play coordination role among PSI VP, KML Senior Director, and other internal and external stakeholders.
• Provide support to strategic partnerships both internal and external to CARE.
• Manage PSI SLT and all-staff meetings, including agenda development, setting up calls/Zoom links, taking notes, distributing minutes, and tracking follow-up action items.
• Schedule and organize quarterly PSI all-staff meetings, ensuring alignment of slides, talking points, and agenda items in collaboration with KML SD.
• Develop and advance work plans and action items with SLT members, maintaining tracking mechanisms to ensure progress.
• Coordinate internal and external meetings and events, such as ‘brown bag’ presentations, town halls, conferences, workshops, retreats, and learning sessions.
• Lead event planning efforts, including venue selection, participant communications, travel arrangements, expense monitoring, and coordination with consultants and vendors. Create and distribute event materials, including terms of reference, agendas, logistics notes, and workshop reports.
• Provide additional administrative support to the team as needed, such as preparing materials, contacting vendors, and ordering supplies.

Leadership Support to SD of Strategic Alignment & KML

• Coordinate meetings, develop meeting notes, track post-meeting action items, plan events, procure resources, assist with human resource processes, and support the SD with as assigned.
• Maintain and continuously update team files and PSI knowledge management platforms to ensure that critical information is easily accessible for learning, operational processes, and leadership alignment.
• Design and refresh communications materials, including annual briefs, onboarding guides, "About PSI" documents, and PowerPoint presentations.
• Manage the department email and staff lists, and keep the staff organogram current.
• Foster active engagement of PSI staff on the PSI Teams Channel.
• Contribute to the writing, editing, and formatting of documents and presentations.
• Enhance and streamline PSI onboarding materials and processes.

QUALIFICATIONS:

• Bachelor's degree or equivalent experience in International Development, Communications, Nonprofit Management, Administration, food/water/health/education/gender/climate or related field.
• At least 2 years relevant work experience and administrative support experience.
• Proactive, communicative and disciplined professional persona that is engaged and flexible.
• Intermediate/Advanced skills in the use of Microsoft Office Suite, especially PowerPoint and Word, to prepare presentations and reports.
• Ability to work in a diverse multi-cultural team, accommodate time zones/geographies, and navigate a complex organizational structure.
• Excellent planning, organizing, and problem-solving skills
• Strong time management, work balance and prioritization skills.