Training and Events Assistant

BACKGROUND AND JUSTIFICATION

Improving Economies for Stronger Communities (IESC) is a leading U.S. nonprofit organization that catalyzes private sector growth and creates economic opportunity for people and communities across the economically developing world. Since our founding in 1964, we have delivered lasting solutions across 139 countries.

IESC is a valued partner to people and communities throughout the economically developing world. We share proven business skills and experience with entrepreneurs, jobseekers, businesses, farmers, cooperatives, and governments. We also offer resources—human, technological, financial—that sustainably build capacity and empower communities. Our long legacy of strengthening developing economies is matched by our vision for the next generation: a world with economic opportunity for all, where people and communities thrive.

IESC is recruiting for a Training and Events Assistant to provide support to the USDA-Food for Progress funded Agricultural Trade and Climate Smart Innovations (ATraCSI) project in the Northern Central America Region (El Salvador, Guatemala, and Honduras). ATraCSI focuses on implementing international and risk-based Sanitary and Phytosanitary Regulations (SPS) measures, implement measures under the existing World Trade Organization (WTO) Trade Facilitation Agreements (TFA), and assist in strengthening agricultural productivity and food safety through development and transfer of agriculture technologies that maximize efficiency, competitiveness, and resource optimization, with a focus on high-value horticulture value chains

GENERAL OBJECTIVES

The Training and Events Assistant is accountable for providing support to the areas of trainings, capacity building activities and events promoted by the ATraCSI Team. This is a full-time (40 hours per week) position based at the ATraCSI office in Guatemala City and reports to the Activity Operations Specialist. The position supports the operational planning, coordination, implementation, and closeout of these activities, working closely with technical, administrative, and MEL teams. The Training and Events Assistant is expected to proactively manage upcoming activity and travel requirements, coordinate administrative and logistical processes, ensure that documentation and information submitted are complete and accurate, follow up on pending actions, and help ensure activities are implemented and closed in accordance with project procedures and timelines.

RESPONSIBILITIES

1.Activity Planning and Follow-up

• Work with the Activity Operations Specialist to maintain and proactively manage the calendar of trainings, events, meetings, and project travel, anticipating operational and administrative requirements, key deadlines, and required follow-up actions.
• Translate planned technical activities into operational requirements, including timelines, logistics, participants, travel, materials, vendors, administrative processes, and required documentation.
• Maintain activity checklists and trackers and proactively follow up with responsible staff on pending inputs, actions, and deadlines.
• Identify potential delays, missing information, or operational bottlenecks and promptly bring them to the attention of the Activity Operations Specialist.

2. Administrative and Logistical Coordination

• Work with the Activity Operations Specialist and coordinate with technical and administrative teams to address the logistical and administrative requirements for trainings, meetings, events, and project travel.
• Prepare and submit purchase requests, travel documentation, advances, payments, expense reports, liquidations, and other activity-related administrative requests in accordance with established procedures.
• Review all documentation under the position’s responsibility for completeness, accuracy, required supporting documentation, and appropriate approvals before submission to the Administrative Team.
• Follow up on administrative requests through completion, coordinating with relevant staff to address missing information, corrections, or pending actions in a timely manner.
• Support the implementation of trainings and events, ensuring that operational arrangements are in place and assisting in resolving logistical issues as they arise.

3. Participant Information, MEL, and Activity Documentation

• Work with the Activity Operations Specialist and coordinate with MEL and technical staff to ensure that participant information, attendance records, activity data, and required monitoring documentation are properly collected, reviewed, and submitted.
• Assist the Technical Team in reviewing, organizing, and submitting participant records and activity data to MEL, ensuring that information is complete, accurate, consistent, and supported by the required documentation.
• Prepare and organize agendas, participant lists, meeting notes, presentations, activity materials, and other documentation required before, during, and after project activities.

4. Activity Closeout and Records

• Work with the Activity Operations Specialist to support the operational and administrative closeout of each activity, ensuring that payments, liquidations, expense documentation, participant records, MEL information, and other required supporting documents are complete and properly closed.
• Maintain complete and organized activity files and records in accordance with project filing and document retention requirements.
• Support internal meetings, annual team meetings, retreats, and other project capacity-building activities, including logistics, materials, documentation, and follow-up as assigned.
• Perform other related duties as assigned by the Activity Operations Specialist.

QUALIFICATIONS

Education and Experience

• University studies or bachelor’s degree in Business Administration, Communications, Social Sciences, Event Management, or a related field.
• At least two years of relevant experience in project support, event coordination, administrative coordination, or a similar role.
• Experience coordinating logistics, administrative processes, vendors, travel, payments, or expense documentation is preferred.
• Experience with international development or donor-funded projects is an asset.

Knowledge and Skills

• Strong organizational and planning skills, with the ability to manage multiple activities, deadlines, and administrative processes simultaneously.
• Strong attention to detail and demonstrated ability to prepare complete and accurate documentation.
• Proactive approach to follow-up, with the ability to anticipate needs, identify missing information or delays, and advance tasks with limited supervision.
• Good written and verbal communication skills and ability to prepare meeting notes, participant records, presentations, and basic project documents.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, and other standard office applications.
• Ability to work effectively and professionally with technical, administrative, MEL, and external stakeholders.
• Fluency in Spanish and working proficiency in English required.
• Applicants must have Guatemalan citizenship or authorization to legally work in Guatemala.