Programme Operations Associate

Role: Programme Operations Associate

Start Date: Immediate

Employment Type: Full time, 1 year contract (renewable)

Location: Kuala Lumpur / Johor 

MISSION FOR THE ROLE

The mission of the Programme Operations Associate is to ensure the seamless execution of training activities and operational logistics that empower teachers and enhance educational outcomes. By effectively coordinating resources and support systems, the role aims to create an efficient and collaborative environment for both virtual and in-person training initiatives. This position is dedicated to fostering strong partnerships with schools, optimising resource allocation, and driving continuous improvement in programme delivery, ultimately contributing to a transformative learning experience for KALIS cicir participants 

About Project KALIS

The learning loss of the COVID-19 Pandemic has had a significant impact for student learning especially in the area of foundational literacy and numeracy. The Programme for International Student Assessment (PISA) 2022 results reported that 40% of Malaysian 15-year olds do not meet international standards in reading, mathematics and sciences. In the same report, Malaysia also ranked top 5 in experiencing the biggest decline in PISA Scores globally. Furthermore, SPM attendance rates have also dropped at an alarming rate with over 10,000 students being registered but not showing up for their exams. 

The Malaysian government has tasked a project team within the Ministry of Finance in collaboration with the Ministry of Education and Yayasan Hasanah to lead a nationwide initiative aimed at tackling learning recovery issued particularly in the area of foundational literacy and numeracy at a primary school level as well as improving SPM passing rates through working with various public universities, civil society organizations (CSO), and private educationally invested organizations. 

Teach for Malaysia is one the many Civil society organizations identified to be involved and deliver a solution towards addressing the issue of learning recovery and foundational literacy and numeracy across the country. Project KALIS is an 18 month programme aimed at developing and utilizing high quality toolkits, enhancing the capacity of teachers as well as engaging the broader community in supporting the mastery of foundational literacy and numeracy skills among primary school students.

KEY MEASURES OF SUCCESS

1. Logistical Planning Satisfaction: Satisfaction of teachers and stakeholders with the logistical planning of training activities through surveys and feedback forms. Aim for a target satisfaction rate of 85% or higher.
2. Value for Money: Achieve a positive value-for-money rating from at least 90% of participants will indicate successful resource allocation and impact.
3. Timely Delivery: All training and engagement activities achieved 80% completion on agreed timeline

KEY DUTIES AND RESPONSIBILITIES

Training Activities Coordination

• Support Training Delivery: Coordinate logistical aspects of both virtual and in-person training sessions, including scheduling, venue arrangements, and participant communications.
• Resource Allocation: Ensure that all necessary materials, resources, and equipment are available and distributed efficiently to support training activities.
• Participant Management: Manage participant lists, track attendance, and handle any issues that arise during training sessions to ensure smooth execution.

Operational Logistics

• Logistical Planning: Develop and implement logistical plans that align with the overall objectives of the KALIS project, ensuring that all training activities are well-organised and efficiently executed.
• Vendor and Supplier Management: Liaise with vendors, suppliers, and service providers to secure venues, materials, and other logistical needs, ensuring that all arrangements are made within budget and on time.
• Travel Coordination: Arrange and manage travel logistics for trainers, participants, and staff, including transportation, accommodations, and any necessary travel documents

Collaboration and Support

• Team Collaboration: Work closely with the Design and Training Manager and other team members to ensure alignment and support in achieving the project’s goals.
• Cross-Functional Support: Provide operational support to other teams within the organisation as needed, contributing to a cohesive and collaborative work environment.
• Crisis Management: Respond quickly and effectively to any logistical challenges or emergencies that arise, ensuring minimal disruption to training activities.

REQUIRED COMPETENCIES

Role-Specific Competencies

1. Logistical Coordination: Strong organisational skills with the ability to coordinate and manage logistical aspects of training activities, including scheduling, venue arrangements, and resource allocation.
2. Attention to Detail: Meticulous attention to detail in managing participant lists, tracking attendance, and ensuring all logistical elements are in place for smooth execution.
3. Vendor and Supplier Management: Ability to effectively liaise with vendors, suppliers, and service providers, ensuring that all logistical needs are met within budget and on time.

Operational Efficiency

1. Resource Management: Proficiency in allocating and managing resources, materials, and equipment to support training activities, ensuring optimal use and availability.
2. Travel Coordination: Experience in coordinating travel logistics, including transportation and accommodations, for trainers, participants, and staff.
3. Crisis Management: Ability to respond quickly and effectively to logistical challenges or emergencies, ensuring minimal disruption to training activities.

Adaptability and Problem-Solving

1. Adaptability: Flexibility to adapt to changing circumstances, project needs, and logistical challenges, maintaining efficiency and effectiveness in operations.
2. Problem-Solving: Strong problem-solving skills, with the ability to anticipate potential issues and proactively address them to ensure smooth training delivery.

Professional Growth and Passion

1. Continuous Improvement: Commitment to continuously improving operational processes, seeking feedback, and implementing innovative solutions to enhance logistical efficiency.
2. Mission Alignment: A genuine passion for Teach For Malaysia’s mission, with a strong commitment to supporting educational outcomes through effective programme operations.

Technical Proficiency

1. Technological Skills: Proficiency in using digital tools and platforms relevant to logistics and operations management (e.g., Microsoft Office Suite, Google Suites, project management software).
2. Data Management: Ability to maintain accurate records and documentation, ensuring transparency and accountability in all logistical processes.

WHO SHOULD CONSIDER THIS ROLE 

1. Relevant Experience: A minimum of 2-3 years of experience in operational logistics, event coordination, or a related field, preferably within the education or non-profit sector.
2. Educational Qualification: A Bachelor’s Degree in any field