The Program Assistant will provide administrative support on multiple projects in FHI 360’s HIV department, including but not limited to coordinating, participating in, and taking notes at meetings; supporting Knowledge Management events and products; making travel arrangements; processing expense reports; processing consultancies and other procurement requests; filling out and submitting subaward paperwork; and documenting, collecting, and filing project information. Support the planning and execution project activities. They will assist with the monitoring of project progress towards attainment of project objectives and deadlines, reporting results to appropriate staff as well as communicate extensively with staff and colleagues.
Accountabilities:
Programmatic Support:
Provide support to project teams on project start-up and close-out, liaising closely with technical teams, finance staff, and contracts management staff.
Support contract deliverables tracking as needed, e.g. setting up project deliverables trackers, ensuring deliverables are complete, and reviewing/uploading project reports and deliverables to the Development Experience Clearinghouse and other internal databases.
Provide administrative support including calendar management, scheduling, and managing expenses.
Attend and participate in project meetings and prepares agenda and post-meeting notes.
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 and supplies.
Support departments, practices and/or projects to manage electronic files and/or review to ensure completion.
Provide communication support to project teams; compile folders for external stakeholders; keep track of communications materials inventory and work with teams to request additional materials, as needed.
Maintains filing system of sub-award and procurement documents.
Provide administrative support to department director as needed.
Programmatic Administration:
Support travel activities for 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 format report drafts.
Support the Knowledge Management team to gather information for conferences and to set up webinars and other events.
Maintain distribution list for project reports.
Send reminders to keep team on track with reporting deadlines.
Set up document management site (file share sites).
Maintain, copy, and coordinate storage and archiving of files.
Serve as a backup to others at same level.
Operations and 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 system of record, follow up and tracking requisitions, modifications, and tracking consultancy agreements until closeout.
Support the development of the project budget and any budget modifications.
Support project teams to track budget including but not limited to procurements and level of effort.
Set up purchase orders and other procurement requests in the system of record.
May help track down cost information (other direct costs (ODCs), hotel costs, etc.).
Business Development and Proposal Management Support:
Support business development efforts as needed, including but not limited to inputting data into Salesforce and gathering and consolidating information about organizational capacity and experience.
Qualifications:
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. Bachelor’s degree preferred.
0 – 2 years of relevant administrative experience supporting projects; at least one year of non-volunteer, full-time professional experience preferred.
Prior experience in a non-governmental organization (NGO) preferred.
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.
Basic knowledge of concepts, practices and procedures with program implementation.
Demonstrated proficiency with Microsoft Office suite software.
Ability to problem solve and recommend corrective action as needed.
Strong organizational skills and attention to detail needed to adhere to project deadlines.
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 or stand for extended periods of time.
Ability to lift or move up to 5 lbs.
Technology to be Used:
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%
The expected US Based hiring salary range for this role is listed below. Candidate FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.
Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.
US Based Hiring Salary Range: $38,000 - $56,000
International hiring ranges will differ based on location.
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.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.
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