Programs Administrator

7 days ago

Burlington, Canada Islamic Relief Canada Full time

**Job Title**: Programs Administrator

**Status**: Full-Time - 1-year contract

**Department**: Special Programs

**Reports to**: Director of Special Programs

**Location**: Burlington, ON

Special Programs Administrator works to assist the director of special programs and Inspire team with the planning and execution of Inspire Volunteer Abroad Program. Their primary duties include providing administrative support to ensure the efficient operation of the program. Supports program managers, employees, and volunteers through a variety of tasks related to organization and communication. This role will be responsible for confidential and time-sensitive material.

**Essential Duties and Responsibilities**:
Keeps track of and regularly updates all volunteer records, trips’ data sheets, and fundraising efforts in the IRC database
Works with IRC’s volunteer abroad specialists to organize events and capacity-building programs for the volunteers
Provides administrative support to ensure the efficient operation of the program.
Carries out administrative duties such as data entry, filing, typing, copying, binding, scanning etc.
Completes operational requirements by scheduling and assigning administrative projects and expediting work results.
Carries out the logistics preparation for trips.
Makes travel arrangements such as booking flights, cars, and hotel or restaurant reservations.
Supports the team by performing tasks related to organization and communication.
Provides information by answering questions and requests.
Maintains supplies and equipment inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, ensuring preventive maintenance, and calling for repairs.
Handles the marketing content development and update (collects blogs from volunteers, newsletters, social media posts, reports, update the website, etc.).
Contributes to team effort by accomplishing related results as needed.
Any other tasks as assigned by the program management.

**Qualifications and Requirements**:
University degree in a relevant field;
Two years of experience working as an administrative assistant;
Strong familiarity and understanding of Project Management;
Outstanding communication and interpersonal abilities;
Excellent administrative writing and reporting skills;
Demonstrated capacity to work both in a self-directed manner and collaboratively with other staff and stakeholders;
Familiarity with social media platforms;
Demonstrated capacity to work effectively with diverse cultures;
Be able to work comfortably in a fast-paced environment to meet deadlines;
Excellent problem-solving skills;
Experience in supply management and inventory control.
Strong time management and prioritization skills;
Proficient with Gmail, MS Of ice suite, and Adobe Acrobat;
Fluent in English; the ability to communicate in other languages is an asset;
Ability to work under pressure and meet deadlines;
Available to work flexible or additional hours as required (during holidays, weekends, and late nights to plan and support volunteers' activities;
Preferably holding a valid driver’s license,
Ability and willingness to travel to IR projects across Canada and worldwide if needed;
Must be eligible to work in Canada;
- Please note: this position may require mandatory national and international travel to IR projects worldwide and across Canada.

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