Program Support Associate
Passing Gifts Private Limited
Location: Patna, Bihar and Bhubaneswar, Odisha
Apply by: 12th July 2026
Job ID: 1680
BACKGROUND:
Passing Gifts Private Limited (PGPL) is a wholly owned subsidiary of Heifer International USA and it provides services in educating, consulting, training, advising, and providing professional and technical services to individuals, associations, and entities in India and abroad, particularly those who support or are working in the areas of social advancement and sustainable development. This position may also require service agreements, secondment agreements, between entities, etc.
PGPL is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.
FUNCTION:
The Program Support Associate will be responsible for managing state office administration, logistics coordination, procurement support, vendor management, and end-to-end event management for workshops, meetings, trainings, and seminars. The role will ensure timely operational support, compliance with organizational procedures, and efficient coordination with internal teams and external service providers.
A. State Administration & Operational Coordination (40%)
- Manage day-to-day state office administration and operational requirements.
- Coordinate administrative support for state-level activities, meetings, trainings, workshops, and field visits.
- Maintain office records, inventories, files, and administrative documentation in an organized manner.
- Coordinate travel arrangements, accommodation, local transportation, and logistics for staff, consultants, and visitors.
- Ensure proper maintenance and tracking of office assets and equipment.
- Support smooth coordination between the State Office and Head Office on administrative matters.
- Maintain documentation related to operational activities and ensure compliance with organizational policies and procedures.
B.Procurement & Vendor Coordination (30%)
- Support procurement processes in line with organizational procurement policies and guidelines.
- Coordinate with vendors and service providers for quotations, negotiations, delivery tracking, and timely completion of procurement activities.
- Maintain vendor records, procurement documentation, and payment-related paperwork.
- Coordinate printing, material development, and procurement of training and workshop materials.
- Ensure timely processing of invoices, bills, and supporting documents in coordination with Finance and Admin teams.
- Assist in consultant coordination, contract documentation, and invoice processing.
C. Event, Workshop & Logistics Management (25%)
- Lead end-to-end event management for workshops, meetings, seminars, trainings, and review meetings at the state level.
- Coordinate venue identification, vendor finalization, hospitality arrangements, participant logistics, and event execution.
- Prepare event-related documentation including agendas, participant lists, attendance sheets, and logistical plans.
- Coordinate with internal teams, resource persons, vendors, and participants to ensure smooth event implementation.
- Track event-related expenses and support timely settlement and documentation processes.
- Ensure proper documentation and record-keeping of all workshops, trainings, and events conducted.
May perform other job-related duties as assigned (5%)
QUALIFICATIONS AND SKILLS:
- Bachelor’s in arts/commerce, social sciences/ social work or livelihood sector with master’s in business administration (MBA), social work is preferred
- Minimum 2 years of relevant work experience in programmatic and administrative support function.
- Computer proficiency (Microsoft Word, PowerPoint, Excel, Outlook).
- Experience in working with the development sector/ INGOs would be preferred.
- Sound understanding of integrated development issues and critical analysis of the root causes of poverty in India.
- Knowledge of development issues, trends, challenges and opportunities and implications to community development.
ESSENTIAL COMPETENCIES:
- Excellent interpersonal skills with the ability to navigate challenging situations to achieve goals and deadlines.
- Demonstrate a high degree of honesty and integrity.
- Motivated to work responsibly with little supervision.
- Ability to meet and deal with others in a courteous and tactful manner.
- Ability to work with sensitive information and to always maintain confidentiality.
- Ability and willingness to work a flexible schedule.
- Fluent in Hindi, English, and Local Language spoken as well as written.
- Have an interest in animal/agriculture community development.
- Willingness and ability to travel locally and internationally.
- Knowledge of word processing, spreadsheets, PowerPoint, web designing, collaboration platform and tools, and electronic mail software (Microsoft preferred).
- Constant sitting, standing and walking, with occasional bending and lifting; may work at a computer for extended periods of time.
How to apply:
The Last date to apply is 12th July 2026