Program Operations Assistant

Ghana Chamber of Aquaculture; St. Louis (MO); On-site; USD 42,000 - 54,000; Full time

Job summary

WISHH (The World Initiative for Soy in Human Health) seeks an Administrative Support professional to assist leadership with calendar management, correspondence, and project coordination, while maintaining electronic files and records in SharePoint.

You will coordinate travel, track expenses, support board meetings and events, and help ensure timely reporting to funders, with strong organizational and communication skills. Proficiency in MS Office is essential for nonprofit operations.

Qualifications

• Associate's or bachelor's degree in business administration, international development, or a related field preferred.
• 2-3 years of administrative, program support, or related experience (nonprofit or donor-funded environment a plus).
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines with limited supervision.

Responsibilities

• Provide administrative support to leadership, including calendar management, correspondence, and special projects.
• Maintain and organize electronic files, templates, and records in SharePoint.
• Prepare materials, mail packages, and oversee office supplies and promotional inventory.
• Support general office organization and maintain website updates, including postings for careers, RFPs, and news.
• Coordinate travel logistics and documentation, including authorizations, itineraries, and expense reporting.
• Track travel expenses, program activities, and event logistics.
• Assist with procurement processes (RFPs/quotes) and maintain compliance documentation.
• Support financial tracking activities, including accruals, reclassifications, and industry contributions.
• Ensure timely submission of accurate reports to funders and adherence to deadlines.
• Partner with the Director of Operations and accounting team to ensure financial and contractual compliance.
• Assist program staff with data collection, reporting, and document preparation.
• Maintain project trackers, compliance files, and action items.
• Participate in staff meetings, document notes, and coordinate follow-up actions.

Skills

MS Office

SharePoint

Zoho

Data entry

Document formatting

Communication skills

Cross-cultural

Discretion

Organizational skills

Deadline management

Proactive

Numerical skills

Expense reconciliation

Voucher prep

Nonprofit experience

Education

Bachelor’s or associate degree in business administration

International development background

Nonprofit/donor-funded experience preferred

Tools

SharePoint

Zoho

Job description

ASA HEADQUARTERS 12647-00 Boulevard Ste 410 St. Louis, MO SZIAL Full Time

Administrative Support

• Provide administrative support to leadership, including calendar management, correspondence, and special projects.
• Maintain and organize electronic files, templates, and records in SharePoint.
• Prepare materials, mail packages, and oversee office supplies and promotional inventory.
• Support general office organization and maintain website updates, including postings for careers, Requests for Proposals (RFPs), and news.

Travel & Meeting Coordination

• Coordinate travel logistics and documentation, including authorizations, itineraries, and expense reporting.
• Track travel expenses, program activities, and event logistics.
• Support planning and execution of board meetings and organizational events.
• Attend meetings as requested to document meeting minutes.

Financial & Compliance Support

• Process invoices, reimbursements, reconciliations, and vendor payments with proper coding and compliance review for submission to accounting software.
• Track contracts and ensure alignment with deliverables and internal and donor requirements.
• Assist with procurement processes (RFPs/quotes) and maintain compliance documentation.
• Support financial tracking activities, including accruals, reclassifications, and industry contributions.
• Ensure timely submission of accurate reports to funders and adherence to deadlines.
• Partner with the Director of Operations and accounting team to ensure financial and contractual
• Collaboration & Program Support compliance.

Collaboration & Program Support

• Assist program staff with data collection, reporting, and document preparation.
• Maintain project trackers, compliance files, and action items.
• Participate in staff meetings, document notes, and coordinate follow-up actions.

Requirements

• Associate's or bachelor's degree in business administration, international development, or a related field preferred
• 2-3 years of administrative, program support, or related experience (nonprofit or donor-funded environment a plus)
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines with limited supervision

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Ability to learn and effectively use project management tools and web-based platforms such as SharePoint and Zoho
• Strong data entry accuracy, particularly when working with financial and program data
• Solid document formatting and file management skills

Communication & Interpersonal Skills

• Strong written and verbal communication skills
• Ability to interact professionally with colleagues, partners, and stakeholders, including across cultures
• Sound judgment and discretion in handling sensitive or confidential information

Organizational & Problem-Solving Skills.

• Well-developed organizational skills with the ability to track details across multiple projects
• Ability to prioritize work, meet deadlines, and adapt to changing needs with moderate guidance
• Proactive, adaptable, and resourceful in responding to changing priorities

Financial & Analytical Skills

• Strong numerical skills, including experience with expense reconciliation and voucher preparation

Preferred

• Experience supporting program operations or compliance-related activities in a nonprofit or international setting

Contact Information

WISHH (The World Initiative for Soy in Human Health)