Program Officer - Malir @ Ismailia Youth Services (IYS)

Job Summary

This position is responsible for assisting the Head of Academics (HoA) in facilitating the smooth functioning of the HoA Office. The incumbent, working independently, will perform a broad range of administrative and secretarial duties that are varied and confidential in nature. These include written and verbal communication at various levels, coordination, follow-up, and organization; and involve knowledge of the organization, policies, procedures, and personnel, along with the exercise of frequent independent judgment in making minor administrative decisions.

Role and  Responsibilities:

Provides primary secretarial support to the Head of Academics, including, but not limited to:

• Managing and maintaining the calendar, including scheduling professional appointments with the Board, heads of support services, staff, donors, and other constituents; keeping the HoA informed, in a timely manner, of schedule changes or meeting cancellations when they occur.
• Keep track of the tasks that need follow ups
• Organization and filing of documents
• Coordinate with the admin department for the arrangement of travel to all Schools including CBSs; preparing travel itineraries, including transport and hotel reservations, and appointment times and locations.
• Preparing expense reports for reimbursements and reconciliations.
• Proactively anticipating the HoA informational needs, preparing and compiling reports, presentations, files and other background documents for the review in advance of meetings.
• Composing routine correspondence from verbal instructions and/or email requests; composing memos and other documents, with correct spelling and punctuation, as needed.
• Conducting research requiring the collection and reporting of data.
• Scheduling meetings and retreats; reserving meeting spaces or classrooms; submitting technology requests; ordering catering when requested; preparing and copying agendas and other meeting materials for distribution.
• Exercising considerable judgment and discretion in scheduling appointments and routing telephone calls and visitors.
• Acting as liaison between the HoA’s office, other department heads, School Principals and Coordinators.
• Taking minutes of the meetings

• Maintains the confidentiality of all transactions and communications.
• Functions as a knowledgeable and efficient resource for callers and visitors to the HoA’s office; provides exemplary customer service, responding to all constituents, whether by email, telephone, or in person ,in a welcoming, polite, and competent manner.
• Handles on own initiative all correspondence not requiring personal attention of supervisor.
• Uses original thinking in organizing and coordinating special projects and functions, and in obtaining information from a variety of sources.
• At request of supervisor in specified areas, may respond independently to inquiries and questions where judgment is required to apply policies or guidelines to specific cases or problems.
• Is available accompany HoA to off-site meetings and visits.
• Performs additional related duties as required.

Required Skills

• Bachelor’s degree in a relevant field (e.g., Education, Administration, Management).
• 2–3 years of experience in an administrative or coordination role, preferably in an educational setting.
• Excellent written and verbal communication skills.
• Strong organizational, planning, and multitasking abilities.
• High level of discretion and professionalism in handling sensitive information.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with collaborative tools (Google Workspace, Zoom, etc.).
• Ability to work independently, manage time effectively, and adapt to changing priorities.