Program Assistant – Central Operations and Support

Program Assistant – Central Operations & Program Support

Population Services International (PSI), a global public health organization, is recruiting a Program Assistant for the central office in Maputo. This is an opportunity for operational support professionals who wish to contribute to high-impact programs in Mozambique, joining a multidisciplinary team and collaborating directly with provinces and partners.

About the Role

The Program Assistant – Central Operations & Program Support is the central link between headquarters departments and provincial teams. The focus is on ensuring that field activities are planned, executed and monitored efficiently, within deadlines and in compliance with PSI policies. This role requires an integrated view of logistics, procurement, finance and communication, ensuring that every operational detail is aligned with programmatic objectives.

Key Responsibilities

Program and Logistics Coordination

• Organize logistics for trainings, workshops, meetings and supervision visits across multiple projects.

• Manage travel (flights, accommodation, per diem processes) for staff and participants.

• Prepare and monitor activity budgets in coordination with program teams.

• Ensure timely availability of training materials, supplies and equipment.

• Develop and manage checklists to ensure smooth execution of each activity.

• Support the preparation of programmatic reports for internal and donor use.

• Maintain centralized calendars and tracking tools for program activities.

Operational Planning

• Work with program teams to plan schedules and logistical needs in advance.

• Monitor implementation timelines and ensure alignment between program deadlines and operational readiness.

• Coordinate with internal departments (Procurement, Finance, HR) to ensure timely delivery of services.

• Support coordination of field missions and supervision visits.

Financial and Procurement Coordination

• Initiate and track purchase orders for goods and services required for program activities.

• Support processing of travel advances, payments, and settlements in compliance with PSI policies.

• Monitor activity-related expenses and ensure proper documentation.

• Liaise with Finance to ensure timely payment processing and compliance.

Communication and Coordination

• Serve as a coordination point between program teams, operational units, and provincial staff.

• Share logistics plans and updates with all stakeholders.

• Support organization of coordination meetings and follow up on action points related to operations.

• Ensure timely communication of changes or challenges affecting planned activities.

• Ensure internal communication flow within the department, promoting follow-up and information sharing.

Documentation and Reporting

• Maintain organized records of all logistics documentation (travel, purchases, payments).

• Compile activity documentation (attendance lists, agendas, reports).

• Support the preparation of logistical summaries for internal reports.

• Ensure proper filing for audit readiness.

• Maintain organized administrative records related to approvals, correspondence, and internal requests.

Asset and Materials Management

• Track the movement and distribution of training materials and supplies.

• Support coordination of shipping and delivery of commodities and IEC materials.

• Maintain basic inventory records of program materials used in activities.

Administrative and Departmental Support

• Provide direct administrative support to all Programs, including travel and workshop organization.

• Organize and maintain departmental files (electronic and physical) according to internal standards.

• Serve as focal point for administrative coordination with HR, Finance, Procurement, and Administration.

• Support onboarding logistics for new employees in the department (workspace, access requests, basic orientation).

• Assist in compiling information and documentation requested by management, donors, or auditors.

Profile and Qualifications

• Bachelor's degree in Administration, Management, Logistics, Public Health, or related fields.

• Minimum 2 to 3 years of experience in logistics, operations, or program support, preferably in an NGO context.

• Experience organizing training, workshops, or field activities is highly desirable.

• Basic knowledge of procurement and financial processes.

• Proven ability to organize and manage multiple tasks.

• Proficiency in Microsoft Office (Excel and Outlook are essential).

• Fluency in Portuguese; English is a plus.

• Experience in administrative support or office management is a differentiator.

• Strong follow-up and coordination skills.

Other Requirements

• Availability for occasional travel to the provinces.

• Ability to manage multiple priorities across different teams.

• High attention to detail and problem-solving mindset.

• Excellent interpersonal skills and ability to work in a team.

• Commitment to PSI values and safeguarding policies.

How to Apply

If this opportunity aligns with your profile and professional ambition, apply with an updated resume and a cover letter highlighting your experience in logistics and program coordination. To better prepare, check out our guide on the Best Job Sites in Mozambique and learn how to answer the question “Tell Me About Yourself” in an Interview — even with little experience. Apply today and be part of an organization that transforms lives in Mozambique.