Job Summary:
Provides administrative assistance and support to projects. Collects, compiles, and analyzes information relevant to projects (e.g., update manuals, assist with proposals, process more complicated paperwork). Provides administrative and project support, in addition to communication efforts related to project management and execution. May monitor project budgets. Assists in the creation/review of work plans. Coordinates with technical team. Prepares presentations and supports other related project objectives and deliverables. The Program Officer role varies according to organizational location. Program Officers based within Business Units primarily support global awards, business development, and administrative aspects of technical inputs and resources. Program Officers within Regional Offices provide the primary management support role for country-managed projects. Program Officers embedded in projects are responsible for direct project implementation and delivery.
Program Officers (Level I โ III) provide a range of project management, communications, and administrative services at increasing levels of complexity to support project implementation and proposal development. Individuals within these positions are expected to demonstrate an increasing level of proficiency with best practices in project management.
Accountabilities:
Programmatic Administration:
- Collaborates with the project management team to assist in ensuring project needs and requirements are met.
- Provides support to project management, such as planning for and arranging meetings and conference room setup, supporting travel requests, and taking on sub-task assignments.
- Collects existing information (metrics, data, etc.) for use in reports, reaching out to sub-contractors, grantees, and partners for external information.
- Maintains distribution list for project reports.
- Facilitates communication by answering partner inquires and ensures project internal and external websites are current.
- Coordinates assigned project activities and may conduct research to achieve project goals.
- Assists in the management of the project calendar to ensure project deadlines are being achieved.
- Sets up and maintains electronic and physical project files.
- Sends reminders to keep team on track with reporting deadlines and technical deliverables.
- Provides administrative support to projects as needed by writing, reviewing, and translating reports on a quarterly basis.
- Reviews and contributes to work plans.
- May support project/project teams administratively to provide high quality deliverables to clients.
- Fulfills other administrative and special project duties as assigned.
Business Development and Proposal Management Support:
- May serve as proposal coordinator.
- Communicates grant proposal and report requirements to all individuals involved in an efficient manner.
- Assists the project team with the coordination and management of grants, project materials, and information.
Finance Support:
- Assist with the coordination and tracking of performance against Financial Cost Objective (FCO) ID, project timelines, budget, objectives, and deliverables.
- Assists the project team with the coordination of budgets.
- Collects, compiles, and analyzes cost information relevant to the project.
- Serves as the project liaison to internal units such as finance, contracts, centers, etc.
Competencies:
There are 31 FHI 360 development competencies. The focuses for this job are:
- 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 resources efficiently. Arranges information in a useful manner and orchestrates multiple activities at once.
- Problem Solving โ 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 โ 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 the development of these three fundamental competencies.
Applied Knowledge & Skills:
- 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 skills and attention to detail needed to adhere to project deadlines.
- 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.
Problem Solving & Impact:- Works on problems of limited to moderate scope that require a review of various factors.
- Exercises judgment within defined procedures and practices to determine appropriate action.
- Builds rapport with internal and external contacts.
- Decisions may cause delays and affect a work unit or area within a department.
Supervision Given/Received:
- Receives general instructions on routine work, detailed instructions on new projects or assignments.
- Uses independent judgment in determining workflow and priorities.
- Typically reports to a Manager, Associate Director, or Director.
Education:
- Bachelor's Degree or its International Equivalent - 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 a minimum of 2+ years of relevant experience supporting projects and/or a technical practice area.
- Prior work experience in a non-governmental organization (NGO), government agency, or private organization.
- 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:
- 10% - 25%
Date Revised: 9/13/2021
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.
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 applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs 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.
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- 10% - 25%
- Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
- Bachelor's Degree or its International Equivalent - Civil Society, Communication and Social Marketing, Economic Development, Education, the Environment, Gender, Health, Nutrition, Research, Technology and Youth or a Related Field.