Program Coordinator (UAE)

Program Coordinator (UAE)

POSITION DESCRIPTION:

The Program Coordinator is responsible for the direct administrative planning, executing, monitoring, and reporting on assigned program activities and tasks in support of the program’s portfolio of Exchange, English Language, Training, and Testing programs implemented by Amideast/UAE. The program coordinator is also responsible for contributing to proposal writing and to innovative creation of new programs.

The Program Coordinator supports the overall quality of programs by ensuring timely and accurate delivery of activities, services, and support reporting throughout the duration of the programs. The implementation of activities will include initiating outreach and students’ recruitment activities, communicating with participants, nominees and grantees on key program information and updates, making presentations and information sessions. The Program Coordinator works to help improve the quality and efficiency of the programs while serving participants in the best way possible. Program activities in UAE are conducted both virtually and face-to-face requiring periodic travel within UAE. The Program Coordinator works as a liaison between Amideast and different stakeholders to ensure smooth execution of the program plan.

RESPONSIBILITIES:

Program Development and Implementation:

• Plans and executes program implementation plan
• Plan, schedule, and conduct Interviews with participants for the program
• Work closely with the Program Manager to ensure smooth execution of all programs
• Provide program support and orientations for program beneficiaries and partner organizations as needed
• Provide all administrative and operational support to successfully conduct grant programs and activities
• Coordinate and contact different suppliers for the program implementation
• Executing fee for a service course with close coordination with Program Manager and Business Development team
• Contribute to budgeting for the new proposals
• Contribute to proposals’ writing for new programs
• Proactively makes suggestions to the Program Manager on potential improvements
• Planning, organizing, and implementing rogram events
• Reviewing applications of participants for completeness and eligibility and facilitate application review to identify eligible participants
• Coordinate with the program trainers (schedule, materials, attendance, solving problems)
• Follow-up with instructors on hours administered for various grants and report findings

Fee for Service Training Execution and Implementation:

• Conduct interviews with trainers for the courses with HR and Program Manager for the first screening
• Coordinate with the trainers of the potential B2B and B2C trainings (schedule, material, attendance, solving problems)
• Follow-up with instructors on hours administered for various trainings and report findings
• Provide the Career Counseling service as part of the Fee for Service Amideast Atlas Career counseling offering
• Contribute to achieving the numbers of the Fee for Service Amideast Atlas Career Counseling service

Fulbright Program:

• Coordinate the student outreach and recruitment cycle
• Process student’s application material and confirm compliance with overall requirements
• Coordinate the internal shortlisting of all applications received and prepare folders to monitor adherence to requirements
• Connect with students to request missing application information
• Support students in their questions and inquiries
• Prepare students for the interview panel and any other event with the U.S Embassy
• Coordinate university application submissions and track admission decisions
• Correspond with current and potential Fulbright students, Amideast/UAE field staff, and U.S. Embassy representatives.
• Accurately maintain student files and database records.
• Coordinate and assist with conducting virtual interviews with Program Officer and nominees.
• Coordinate virtual pre-departure orientation meetings with incoming Fulbright students.
• Process and reconcile student payments
• Process student testing requirements

Communication and Marketing:

• Liaison with external stakeholders to coordinate the implementation of the program; where applicable
• Communicate regularly via email, WhatsApp, and telephone with finalists to provide updated information about program components, contents, and arrangements
• Conduct Information sessions at the universities
• Coordinate and update our stakeholders with the latest program updates
• Work with public and private academic institutions, donors, and organizations to distribute information about grants
• Manage the marketing plans and implementation for all programs and trainings

MEAL and Compliance:

• Focuses on evaluation and continuous quality improvement
• Develop systems to track, monitor, and evaluate all grant-funded programs and activities
• Ensures compliance with the program’s policies
• Conduct meetings with each team to monitor progress, budget adherence, and coordinate activities for the coming month
• Ensure all programs and activities are implemented within approved budgets with the finance team
• Ensure MEAL planning in each program plan and execution

Organization and Reporting:

• Create and maintain database related to each program:
  • Update alumni and media database and logs
  • Collect testimonials and capture alumni success stories
  • Maintain communication with alumni and organize alumni activities
• Contribute to the preparation of grants and related documents and creating an electronic filing system for all documentation related to programs
• Maintaining and updating data for all programs
• Maintaining accurate and up-to-date reports documenting program’s activities and highlighting successes and challenges
• Providing timely reports and updates on programs to the Country Director
• Contributing to the quarterly and final reports for each program

Other

• • Performs other related duties as assigned by supervisor
  • Support other departments when needed
  • Support Alumni activities in the country
  • Support the EdAbroad programs in the country

QUALIFICATIONS

Required

• A bachelor’s degree in international development, education, or a related field
• A minimum of 2 years of professional work experience in the fields of education and training
• Demonstrated experience in the design, development, implementation, and evaluation of academic readiness and workforce development programs.
• Excellent professional communication skills (written and oral)
• Excellent command of MS Office, especially Word, Excel, and PowerPoint
• Ability to multi-task and to work both as a member of a team and on an independent basis.
• Demonstrated business development experience, including writing technical proposals, preparing budgets, and designing results-oriented training solutions
• Ability to work under pressure.
• Detail-oriented
• An advanced level of proficiency in both written and spoken English and Arabic

Preferred

• Demonstrated work experience in the United Arab Emirates and/or the GCC

WORK ENVIRONMENT:

The incumbent in this position will work in a professional office environment and will utilize the following equipment when working from the corporate office:

• Computer (laptop or desktop)
• Printer/Photocopier/Scanner/Fax
• Telephone
• Other (Specify if any)

The physical demands and work environment that have been described is representative of those an employee encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

This position description is an overview of the major functions and requirements of this position. This document is not intended to be an exhaustive list encompassing every duty and requirement of the position; the Employee’s Manager may assign other duties as related or as otherwise deemed appropriate and necessary within the general scope, without the need for additional compensation.

Amideast is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Positions that involve interaction with children will be required to read, acknowledge, and comply with and attend special training in accordance with the Child Protection and Safeguarding policy. All Amideast representatives must comply with the Code of Conduct and all applicable organizational policies.