Graduate Programme Operations Specialist

Role purpose

Programme administration and tracking

• Maintain the programme planner, graduate tracker, rotation schedule, and action log.
• Track programme activities, forms, documents, learning requirements, and submissions; follow up on outstanding items.
• Maintain graduate records covering travel, visas, accommodation, leave, expenses, and rotations.
• Prepare status updates and highlight overdue actions, missing documentation, risks, and delays.
• Support induction, development sessions, onboarding, rotation changes, and programme events.
• Maintain and circulate SOPs and monitor compliance.
• Maintain HRIS and related system data, check accuracy, resolve discrepancies, and escalate risks.

Travel and mobility logistics

• Coordinate domestic and international flights, hotels, temporary accommodation, and other approved travel.
• Distribute itineraries, booking confirmations, joining information, and arrival details.
• Confirm with host offices that accommodation, office access, workspace, IT equipment, orientation, and first-day arrangements are ready.
• Track graduate movements and follow up on incomplete arrangements; maintain booking and cost records.
• Track visa and work permit applications, collect documents, and follow up with HR, mobility providers, or advisers.
• Securely handle personal documents in line with data protection and confidentiality requirements.

Graduate and stakeholder support

• Act as the first contact for routine programme administration and practical queries.
• Record and route annual leave requests for approval and maintain an up-to-date leave tracker.
• Check expense submissions for receipts, approvals, and required information; follow up on incomplete claims.
• Provide guidance on administrative processes and refer policy, employee relations, or complex mobility matters to the appropriate owner.
• Coordinate graduate arrival, departure, transfer, itinerary, and deadline communications.
• Maintain working relationships across locations and time zones, track agreed actions, and provide progress updates.

Essential qualifications

• Previous experience in an administrative, HR support, programme support, travel coordination, or similar role.
• Experience maintaining accurate trackers, schedules, records, and action logs and coordinating multiple activities, stakeholders, and deadlines.
• Experience handling confidential employee or personal information appropriately.
• Clear written and verbal communication skills and confidence following up across different levels and locations.
• Intermediate Excel skills, including trackers, sorting and filtering, data validation, conditional formatting, basic lookups, and simple reporting.
• Proficient Outlook use; proficient Teams and SharePoint or OneDrive use; competent Word and PowerPoint use.
• Ability to learn and use HR, travel, expense, visa, or learning systems as required.

Desirable experience

• Experience supporting a graduate, early careers, talent development, or rotational programme.
• Exposure to international travel, relocation, visa, or global mobility administration.
• Experience processing expenses, purchase requests, or basic cost tracking.
• Experience working with colleagues across countries, cultures, and time zones.

What V.Group offers

• The company states it offers a market-leading salary and benefits package and opportunities for career growth and personal development.