Program Quality & Operation Assistant

Overview

Support program quality and operations through effective documentation and data management.

You have:

• Diploma or Bachelor’s degree in Business Administration, Development Studies, Social Sciences, or related field
• 1–3 years of relevant experience (internship experience acceptable)
• Basic understanding of program operations or NGO environment preferred
• Familiarity with MS Office (Excel, Word, Outlook)
• Willing to travel to project areas

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

2. Key Responsibilities

A. Program Quality Support

• Support donor reporting by maintaining reporting templates, guidance and donor requirements.
• Support the extraction, compilation and presentation of program data from the Activity Monitoring System and other organizational systems for donor reporting and program review.

• Support the compilation and quality review of program reports to ensure alignment with donor requirements and organizational standards.

• Maintain organized and accessible program documentation and reporting records to support Program Quality, Operations, GAM and donor reporting.

• Explicit responsibility for maintaining programme documentation to support donor reporting and audit readiness.
• Supporting the use of the Activity Monitoring System for data extraction, reporting and dashboards.
• Whether support for external reporting systems (e.g. IMPAQ) should form part of the role, given its link to donor reporting.

B. Operations Support

• Monitor and track progress of grant and PNS projects against KPIs, budget, targets, and implementation plans, working across departments to regularly update and maintain tracking tools
• Assist the consultant in managing the project reporting schedule per donor requirements, including periodic and end of project reports, clearly communicating timeline, process, and specific requirements to internal/field teams to ensure the timely delivery of high-quality reports and liaise with AP offices and related department for project report writing; semi and annual

• Assist in organizing meetings, trainings, and field activities

• Organize and facilitate project close out, including checklists, scheduling, managing extension requests, donating/disposing of assets, reprogramming funds remaining.

C. Reporting & Documentation

• Maintain up-to-date filing systems (physical and digital)
• Support preparation of routine reports, summaries, and updates
• Assist in tracking program progress and flagging issues to supervisors

D. Coordination & Communication

• Liaise with internal teams to support program implementation
• Provide administrative support to program staff during field activities
• Ensure timely communication and follow-up on action points

E. Compliance & Safeguarding

• Follow organizational policies, procedures, and ethical standards
• Support adherence to safeguarding, accountability, and quality frameworks
• Maintain confidentiality of sensitive program and beneficiary information

3. Qualifications & Experience

• Diploma or Bachelor’s degree in Business Administration, Development Studies, Social Sciences, or related field
• 1–3 years of relevant experience (internship experience acceptable)
• Basic understanding of program operations or NGO environment preferred

4. Skills & Competencies

Technical Skills

• Basic data management and reporting skills
• Familiarity with MS Office (Excel, Word, Outlook)
• Good documentation and filing skills

Core Competencies

• Strong attention to detail
• Good organizational and time management skills
• Effective communication skills
• Ability to follow instructions and work under supervision
• Team-oriented with a proactive attitude

5. Key Performance Indicators (KPIs)

• Timely and accurate data entry and documentation
• Compliance with program quality standards
• Efficiency in operational and logistical support
• Accuracy and completeness of reports
• Responsiveness to team support needs
• Willing to travel to project areas

6. Working Conditions

• Office-based with occasional field visits
• May require support during program events or training sessions

Application close: 17 July 2026

World Vision Timor-Leste applies the safeguarding of children and vulnerable adults and has zero tolerance towards incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with WV Timor-Leste’s work. We are committed to fostering a diverse, inclusive, and equitable workplace. We strongly encourage applications from women, people with disabilities, and individuals from diverse backgrounds, including those from underrepresented communities. Our recruitment processes are designed to be accessible and fair, ensuring equal opportunity for all candidates.

Applicant Types Accepted:

Local Applicants Only

World Vision is a Christian humanitarian organisation with a mission centred on following Jesus Christ in service to the world´s most vulnerable children. Therefore, in all locations to the fullest extent legally permissible, the successful applicant will affirm our core documents, observe conduct compatible with Christian principles, serve at a high level of professional ethics and strive to act in accordance with cultural sensitivities. Furthermore, regular attendance with team and office devotions, chapel and prayer gatherings are expected in line with policies in the World Vision host location and its departments.

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Potential interview questions

Added 10 days ago - Updated 6 days ago - Source: wvi.org