Program Coordinator – Vocational Program

Job Summary
We are seeking a detail-oriented and proactive Operations Coordinator to support the smooth functioning of our vocational training centers. This role involves close collaboration with HR, finance, procurement, and training teams to ensure timely salary disbursement, efficient management of petty cash, procurement processes, and logistical support for training activities. The ideal candidate will play a pivotal role in coordinating field operations, managing vendor relationships, and maintaining compliance with organizational procedures to facilitate the successful delivery of training programs.

Key Responsibilities
- Collaborate with the HR department to oversee salary disbursement for vocational teachers and assistants, addressing and resolving any salary-related concerns promptly.
- Manage petty cash operations, including issuing funds for newly established centers and processing reimbursements for existing ones, ensuring accuracy and compliance with financial policies.
- Develop and coordinate field team visit plans to optimize operational efficiency and support field activities.
- Initiate and manage Purchase Requisitions (PRs) related to center training requirements, uniform production, and logistics for the field team, including travel arrangements.
- Ensure all financial advances are settled promptly and conduct thorough reconciliations to maintain transparency and accountability.
- Monitor the timely delivery of supplies and training materials, aligning with operational schedules to avoid disruptions.
- Liaise effectively with vendors to obtain quotations, facilitate procurement, and oversee the delivery of goods and services.
- Work closely with the training team to manage warehouse inventory, tracking inflows and outflows to maintain adequate stock levels.
- Provide logistical support for training events, workshops, and field visits, including organizing travel and accommodation as needed.
- Assist in the setup and launch of new vocational training centers, supporting the onboarding process for teaching staff to ensure a smooth start.
- Oversee the daily operations of training centers and production units to ensure adherence to organizational standards and compliance requirements.
- Guarantee the timely availability of essential training materials, uniforms, and equipment across all centers.
- Maintain organized filing systems and documentation in accordance with program Standard Operating Procedures (SOPs).
- Keep updated tracking sheets for Purchase Requisitions, advances, and settlements to facilitate accurate record-keeping.
- Manage program assets by tracking, tagging, and ensuring proper utilization and accountability.

Required Qualifications
- Proven experience in budgeting, petty cash management, and financial reconciliation.
- Strong understanding of procurement processes, vendor management, and logistics coordination.
- Familiarity with finance and procurement SOPs, including knowledge of vendor taxation requirements.
- Excellent coordination and communication skills to effectively collaborate with internal teams and external vendors.
- Proficiency in MS Office applications and cloud-based platforms such as OneDrive and Excel for documentation and data management.

Preferred Qualifications and Benefits
(Not specified in the original description.)

This role offers an excellent opportunity for candidates who thrive in a dynamic environment and are committed to supporting vocational training initiatives through meticulous operational management. If you possess strong organizational skills and a collaborative mindset, we encourage you to apply.