Back Program Assistant

Job Summary:

Provide basic administrative support on a core project and/or technical operations (e.g., coordinating meetings, making travel arrangements, processing expense reports). Supports the planning and execution of project and technical initiatives. Assist with the monitoring of progress towards attainment of objectives and deadlines, reporting results to appropriate staff. Communicates extensively with staff and colleagues.

Accountabilities:

Programmatic Support:

• Provide administrative support including calendar management, scheduling, and managing expenses.
• Attend project meetings and prepares pre-meeting and post-meeting notes and memos.
• Plan for project-related meetings; booking conference rooms; ordering catering; preparing materials, etc.
• Support logistical arrangements for events, conferences, and workshops, including invitations, and procurement of materials, supplies, refreshments, etc.
• Support departments, practices and/or projects to manage electronic files and/or review to ensure completion.
• Provide communication support; compile folders for external stakeholders; keep track of communications materials inventory and work with teams to request additional materials, as needed.
• Support logistical arrangements for events, conferences, and workshops, including invitations, and procurement of materials, supplies, refreshments, etc.
• Taking meeting notes and maintain project files. Maintains filing system of sub-award documents.

  Programmatic Administration:

  • Support travel activities for staff and consultants including preparation of expense authorizations, obtaining client travel approval, working with Travel Department to obtain air tickets and advances, and supporting travel expense reporting when required.
  • Assist in the collection of information for use in reports and formats report drafts.
  • Maintain distribution list for project reports.
  • Send reminders to keep team on track with reporting deadlines.
  • Serve as a backup to others at same level.
  • Set up document management site (file share sites).
  • Maintain, copy, and coordinate storage and archiving of files.

    Technical Requirements:

    • Assist in technical data collection, review and basic analysis.
    • Provides basic technical support in the development and dissemination of tools, materials, reports, papers, and intervention for projects.
    • Under supervision conducts searches of published literature, mobile software sites, blogs, on evolving issues.
    • Provides technical administrative support to workplan preparation and finalization.

      Operational Support (Security, IT, HR, etc.):

      • Post job descriptions.
      • Arrange interviews.
      • Set-up technology for meetings.
      • Troubleshoots equipment issues.
      • Keep and update list of contacts.

        Finance Support:

        • Payment processing: receive invoices in financial system of record, compile payment packages, obtain approvals and submit for processing.
        • Consultant support: compile consultant agreement packages, obtain approvals, and upload in financial system of record.
        • Provide point of contact support for project staff, such as processing reimbursement requests and invoices.
        • May contribute to the development of the project’s budget process.
        • Read and interpret budget to understand tracking.
        • May suggest budget items/approach for tasks.
        • Set up purchase orders in the finance system of record (HQ only).
        • May help track down cost information (other direct costs (ODCs), hotel costs, etc.).

          Business Development and Proposal Management Support:

          • Contract deliverables support and tracking: as needed, support with reviewing/uploading project reports and deliverables to the Development Experience Clearinghouse and to the internal Knowledge Exchange.
          • Support business development efforts including assisting with proposal recruitment, document formatting, organizational chart formatting, and performing desk research, as needed.

            Competencies:

            There are 31 FHI360 development competencies. The focus for this particular job will be:

            📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

            ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

            • Project Management (Planning and Time Management) - accurately scopes out length and difficulty of tasks (sets objectives/goals/measures). Breaks down work into steps, schedules, task/people assignments. Marshal's people, time, and resource efficiently. Arranges information in a useful manner and orchestrates multiple activities at once.
            • Problem Solving – analyzes problems, seeks input from others and considers a variety of solutions. Chooses most efficient and effective solutions with attention to the impact that solution has on other projects and tasks.
            • Technical Skills and Learning – lets go of outdated processes and procedures, seeks out resources to enhance technical skills, and readily learns new industry processes, systems and products.
            • Employees are expected to possess or have high potential for development of these three fundamental competencies.

              Applied Knowledge & Skills:

              • Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
              • Must be able to read, write and speak fluent English, fluent in host country language as appropriate.
              • Basic knowledge of concepts, practices and procedures with project design.
              • Strong oral and written communication skills.
              • Demonstrated proficiency with Microsoft Office suite software.
              • Ability to problem solve and recommend corrective action as needed.
              • Strong organizational and attention to detail needed to adhere to project deadlines.
              • Effective communications in information shared by ensuring attention is paid to the specific components (i.e., formatting) of the communication, successful delivery and accountability for specific components (i.e., keeping timelines updated).

                Problem Solving & Impact:

                • Works on problems that are limited in scope.
                • Problems are routine in nature and are standard procedures and policies.
                • Works independently and within a team on special non-recurring and ongoing projects.
                • Exercises judgment within defined practices and policies to perform duties.
                • Decisions made generally affect own job or specific functional area.

                  Supervision Given/Received:

                  • Has no supervisory responsibility.
                  • Uses independent judgment to determine workflow and priorities.
                  • Receives instructions on new assignments.
                  • Typically reports to a Manager.

                    Education

                    • Associate Degree or its International Equivalent in Civil Society, Communication and Social Marketing, Economic Development, Education, the Environment, Gender, Health, Nutrition, Research, Technology and Youth or a Related Field.

                      Experience:

                      • Typically requires 0 - 2 years of relevant administrative experience supporting projects and/or a technical practice area.
                      • Prior experience in a non-governmental organization (NGO) preferred.
                      • Prior experience using Microsoft Office Suite preferred.

                        Typical Physical Demands:

                        • Typical office environment.
                        • Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
                        • Ability to sit and stand for extended periods of time.
                        • Ability to lift/move up to 5 lbs.

                          Technology to be Used:

                          • Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

                            Travel Requirements:

                            • Less than 10%

                              Date Revised: 9/10/2021

                              This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

                              FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

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