Project Operations (Bilingual Arabic & English)

The Project Operations is the administrative, financial and reporting backbone of the program. The role owns the budget tracker, vendor management, the documentation repository, and the consolidation of program data into the regular reports submitted to Client — keeping the program compliant and aligned to approved cost plans. The Project Operations enables the Program Manager and the rest of the delivery team to focus on partner relationships and on-the-ground delivery by handling all underlying administration, paperwork, financial controls, and reporting consolidation.

•      Program reports to Client. Monthly program report and end-of-term program report consolidating inputs from implementing partners, Program Coordinators, and the Camps Coordinator — covering student participation and attendance, outreach activity, partner deliverable status, observation insights, risks and issues, and budget status; drafted in the agreed Client reporting template and submitted to the Program Manager for review at least three working days before the submission deadline.

•      Budget tracker. Detailed term-by-term and camp-by-camp cost breakdowns maintained in a single source of truth; updated weekly and reconciled to actuals monthly.

•      Vendor pricing and quotation database. Competitive pricing obtained for all program purchases, with a minimum of three quotes documented for purchases above defined approval thresholds.

•      Vendor communications and contracts log. All vendor correspondence, quotations, agreements, and negotiated terms filed centrally and indexed.

•      Monthly variance report. Produced by the fifth working day of each month for the Program Manager, flagging variances greater than 5% with explanations and recommended corrective action.

•      Documentation repository. Structured digital and physical filing system for all approvals, agreements, contracts, invoices, receipts, and supporting documents, kept ready at any point in time.

•      Administrative support to the Program Manager. Scheduling, agendas, minutes, and action tracking for Client, school, and internal program meetings.

•      Compliance information. Live register of all program-related approvals, permits, parental consent records, and other regulatory documents.