Programs Specialist

The Program Officer is a core role within the International Programs team, responsible for strengthening how Human Appeal USA manages its grant-funded programs.

This position will lead on grant documentation, agreement management, program and financial tracking, and coordination with global teams and partners. The role will ensure that programs are implemented in line with agreed scopes, budgets, and timelines, while maintaining strong internal systems and documentation.

As Human Appeal USA continues to evolve from a start-up phase to a more structured operating model, this role will support the development and implementation of standardized grant management systems and workflows.

Over time, as team capacity grows, this role is expected to transition into ownership of a regional portfolio, with increased responsibility for program oversight, partner management, and grant performance within a defined geographic area.

Key Responsibilities

• Grant Management & Agreements
• Maintain due diligence records, including organizational, financial, and compliance documentation and ensure information is complete and up to date
• Draft, review, and manage grant agreements with global teams and implementing partners
• Ensure agreements clearly define scope, deliverables, timelines, budgets, and reporting requirements
• Manage agreement lifecycle, including revisions, amendments, and extensions
• Maintain version control and ensure proper documentation and storage
• Communicate regularly with global teams and partners to:
• Track progress against deliverables
• Document delays, challenges, and changes in implementation
• Identify risks or inconsistencies in agreements or delivery and propose solutions
• Program & Financial Oversight
• Develop and maintain program and financial tracking systems across the portfolio
• Monitor implementation against budgets, burn rates, and deliverables
• Review financial and narrative reports for accuracy and alignment with agreements
• Flag delays, underspending, or compliance/reputational risks to Program Manager
• Coordinate with Finance to ensure alignment between program tracking and financial records
• Support compliance with internal policies and applicable regulatory requirements
• Build and maintain effective working relationships with partners
• Conduct field visits as needed to monitor and evaluate program progress
• Pre-Award Review & Program Quality
• Support review of program proposals and concept notes for feasibility, completeness, and budget alignment
• Provide inputs to strengthen program design prior to approval
• Capture key learnings from program implementation and contribute to continuous improvement
• Support alignment of reporting and documentation with donor expectations
• Systems, SOPs & Workflow Support
• Support the Programs Manager in developing and rolling out grant management systems, SOPs, and workflows
• Identify process gaps and suggest improvements
• Support adoption of new systems across teams
• Documentation & Knowledge Management
• Establish and maintain organized, centralized program documentation systems
• Ensure all files are complete, accurate, and audit-ready
• Maintain templates for agreements, reports, and trackers
• Support institutional knowledge through consistent documentation practices
• Cross-Departmental Collaboration
• Coordinate closely with:
• Finance (budget tracking, disbursements, compliance)
• Fundraising / Income Generation (program alignment and updates)
• Donor Care (reporting and donor-facing needs)
• Ensure program data and updates are accurately communicated across teams
• Support alignment between program delivery, financial tracking, and donor commitments
  

Qualifications & Experience

• Bachelor’s degree in International Development, Public Administration, Business Administration, or a related field
• 4–6 years of relevant experience in grant management, program management, or nonprofit operations
• Experience supporting or managing donor-funded programs and budgets
• Experience working with international teams or partners
  

Core Competencies

• Strong organizational and project management skills
• High attention to detail, particularly in documentation and financial tracking
• Strong written and verbal communication skills
• Ability to manage multiple priorities and deadlines
• Problem-solving mindset with ability to identify risks and propose solutions
• Ability to work independently and collaboratively in a cross-functional environment
• Ability to travel internationally
  

Technical Skills

• Experience with Salesforce or similar systems preferred
• Strong proficiency in Microsoft Excel (budget tracking, data analysis)
• Experience with reporting or dashboard tools (e.g., Power BI) is an asset