Description:
The Regional Programme Assistant will provide essential operational, logistical, and administrative support to the Programme Manager for the MENA region of the ITA. This role includes managing event planning, mission support, enhancing ITA visibility, and supporting the Programme Manager with day-to-day operational tasks. The position requires proactive collaboration, strong organizational skills, and the ability to multitask in a fast-paced environment.
Key Responsibilities:
Event Planning and Coordination:
- Act as the primary liaison with event organizers and venue representatives to ensure seamless execution of ITA events.
- Secure logistical needs such as meeting rooms, roundtable rooms, and other event-specific requirements.
- Ensure that events are organized within established timelines and budgets.
- Assist in the preparation and execution of events, including the preparation of materials, event schedules, and agendas.
- Manage attendee invitations, track responses, and send follow-up communications to ensure maximum participation.
Marketing and Visibility:
- Refine and enhance ITA’s visibility and marketing efforts within the MENA region by identifying relevant industry events and initiatives.
- Research and submit proposals for participation in relevant events to the Regional Programme Manager, ensuring alignment with ITA’s strategic goals.
- Help prepare marketing materials, presentations, and communications to promote ITA’s mission and initiatives.
Administrative and Operational Support:
- Provide general administrative support to the Programme Manager, including preparing documents, reports, presentations, and materials for regional events and missions.
- Assist in managing and maintaining key documents, ensuring that all files are organized and easily accessible.
- Support the creation, updating, and maintenance of project management systems (e.g., Monday.com), including tracking milestones, managing schedules, and ensuring deadlines are met.
- Assist in preparing financial reports and monitoring event and mission budgets to ensure alignment with financial constraints.
- Coordinate and support internal meetings and briefings for the Programme Lead, including note-taking, preparing agendas, and following up on action items.
- Help manage communications with internal and external stakeholders, including outreach and coordinating follow-up activities.
- Track and manage travel arrangements for the Programme Manager and other team members, ensuring efficient and cost-effective solutions.
Program delivery support:
- Take detailed notes during meetings, documenting key discussion points, decisions, and action items.
- Follow up on action items from meetings and ensure tasks are completed in a timely manner.
- Assist with the delivery of ongoing programmes by supporting tasks directly related to programme execution, supervised by the Regional Programme Manager.
Skills and Qualifications:
Education:
- Bachelor’s degree in business administration, Marketing, Event Management, or a related field.
Experience:
- Minimum 2-5 years of experience in event coordination, programme support, or administrative roles, preferably in an international or regional context.
Skills:
- Strong organizational and multitasking skills, with the ability to prioritize tasks and manage multiple deadlines.
- Excellent communication and interpersonal skills to work effectively with internal teams, external partners, and stakeholders.
- High attention to detail and ability to handle complex logistics for events and missions.
- Proficiency in Microsoft Office Suite, event management tools (e.g., Eventbrite, Zoom), and project management platforms (e.g., Monday.com).
- Knowledge of regional industry trends and familiarity with MENA markets is a plus.