Program Specialist(Egypt)

COMPANY DESCRIPTION

Established in 1951, Amideast is an American nonprofit organization dedicated to creating hope, opportunity, and mutual understanding among people in the Middle East, North Africa, and United States through life-changing opportunities for education and cultural exchanges. Working with local, regional, and international partners, we provide programs and services that improve educational opportunity and quality, expand access to U.S. study, empower youth and women, strengthen local institutions, and develop language and professional skills for success in the global economy. Headquartered in Washington, D.C., Amideast operates offices in 11 countries in the MENA region. For more information, visit us at www.amideast.org.

POSITION DESCRIPTION

The Program Specialist provides direct administrative support to the English Language Department for EL corporate programs, including online and in-person educational programs. The Program Specialist supports in overall quality of programs by ensuring timely and accurate program activities, services, and reporting. The Program Specialist works with the EL Department to help improve the quality and efficiency of the programs while serving participants in the best way possible.

RESPONSIBILITIES

• Report to corporate clients on sessions delivered and attendance.
• Coordinate English language closed classes schedules for corporate clients.
• Conduct site visits for corporate classes and oversee the logistical, administrative and operational aspects of the training
• Inform Sales Manager of corporate numbers to track PO.
• Issue a request for invoice to Finance department on monthly basis and before the end of each month provide necessary back up documentation
• Responsible for extracting the scores of the students & upload it on the shared per term
• Responsible for requesting Packs from Marketing per term based on registration
• Responsible for requesting material access for PMP classes from the Head Quarters
• Create and maintain unarchiving system on Amideast shared point for all documentation related to corporate programs
• Responsible for procurement, administrative and logistical support for training accommodation and travel arrangements along with other administrative tasks for corporate clients when needed
• Responsible for Schedule online sessions on Zoom by checking availability and assigning accounts to instructors and sending links to participants
• Responsible for creating and sending Zoom link and or classroom assignment and other logistics to teacher and the student in private tutoring sessions
• Responsible for creating WhatsApp group and adding the students for corporate closed classes
• Relaying participant and clients’ inquiries, comments, complaints and suggestions to the Program Lead
• Communicate regularly via email, WhatsApp, and telephone with participants for all programs to provide updated information about program/training components, contents and arrangements.
• Oversee EL WhatsApp groups to ensure accurate and timely information is shared with all participants for all programs
• Upload Amideast classes, quizzes and training materials for all programs on Learning Management System (LMS) t
• Collect and organize pay sheet documents for trainers and instructors to be reviewed by Senior Academic Coordinator and approved by English Language & Training Programs Manager
• Support in observing evening classes when needed.
• Assist with grants when needed

  Communication and Coordination:

• Create and manage WhatsApp groups to facilitate communication between teachers and participants, ensuring smooth information flow and timely updates.

  Placement Testing and Grouping:

• Group participants into classes based on their placement test results and distribute them accordingly
• Administer placement tests (PT) to assess participants' skill levels and determine appropriate class placements.

  Scheduling and Classroom Management:

• Develop and maintain a detailed schedule for classes, ensuring alignment with classroom availability and teacher schedules.
• Assign available teachers to classes based on their expertise and availability.
• Monitor and manage classroom allocations to avoid conflicts and ensure smooth operations.

  Attendance and Performance Tracking:

• Track and record attendance for both teachers and participants on a regular basis.
• Open and manage online quizzes, track participants' performance, and ensure marks are recorded accurately.
• Follow up with participants and teachers regarding attendance issues or performance concerns.

  Certification and Reporting:

• Coordinate with the administration department to create and distribute certificates for participants upon course completion.
• Follow up with customers to provide attendance and technical reports as required.

  Feedback and Surveys:

• Conduct surveys with clients and participants to gather feedback and improve program quality.

  Administrative Tasks:

• Update the program tracker sheet on a weekly basis to reflect progress, attendance, and other key metrics.
• Support the EL Lead in issuing invoices for corporate clients and ensure they are shared with the finance department for timely collection.

  Additional Responsibilities:

• Ensure all program activities are aligned with organizational policies and requirements.
• Address any technical or logistical issues that arise during the program.
• Maintain clear and organized records of all program-related activities, including attendance, performance, and financial data.
• Provide regular updates to stakeholders on program progress and any challenges encountered.

• Observe evening classes

  Qualifications and Skills

  Required

• 3+ years of work experience
• Knowledge of or experience in development programs
• Excellent professional communication skills (written and oral)

• Preferred

• Very good organizational skills
• Excellent command of MS Office, especially Word, Excel, and Power Point

• Ability to multi-task, and work both as a team and independently
• Ability to work under pressure
• Detail-oriented
• Excellent command of English with TOEIC score of 700 minimum and excellent command of Arabic (written and oral)

The physical demands and work environment that have been described is representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

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 law.

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 which include but are not limited to, Anti-Human Trafficking and Prevention of Sexual Exploitation and Abuse.