Job Summary:
Provides administrative assistance and support to the Act to End Neglected Tropical Diseases (Act | West) Program. Collects, compiles, and analyzes information relevant to Act | West Program (e.g., update manuals, assist with proposals, process more complicated paperwork). Provides administrative and program support, in addition to communication efforts related to project management and execution. Coordinates with technical team on administrative aspects of the program. Prepares presentations and supports other related program objectives and deliverables, and responsible for direct project implementation and delivery.
Accountabilities:
Programmatic Administration:
- Collaborates with the Act | West program management team to assist in ensuring program needs and requirements are met.
- Provides support to program 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 subcontractors, grantees, and partners for external information.
- Facilitates communication by answering partner inquires and ensures program internal and external websites are current.
- Assists in the management of the program calendar to ensure program deadlines are being achieved.
- Sets up and maintains electronic and physical program files.
- Sends reminders to keep team on track with reporting deadlines and technical deliverables.
- May support program/program teams administratively to provide high quality deliverables to clients, e.g., monthly reports and semi-annual reports.
- Fulfills other administrative and special project duties as assigned.
Finance Support:
- Collects, compiles, and analyzes cost information relevant to the program.
- Works with the Finance Director to prepare purchase requisitions in Costpoint for purchases of goods and services including subawards, processes Subawardee Financial Report (SFR) payments in Costpoint, coordinates submissions to Accounts Payable, and prepares payment requests for program invoices.
- Serves as the program liaison to internal units such as finance, purchasing, contracts, travel, Information, Solutions & Services (ISS), centersโฆ etc
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.
Problem Solving & Impact:
- Works on problems of 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 work-flow and priorities.
- Typically reports to a Manager/ Associate Director/ Director.
Education:**
- Bachelor's Degree or its International Equivalent
- Project Management (PM) Certification preferred.
Experience: *
- Typically requires a minimum of 4+ years of relevant experience with projects management principles and practices.
- Articulate and professional and able to communicate in a clear, positive fashion with clients and staff.
- Must be able to read, write, and speak fluent English; French language is a plus but not required.
- 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:
- Computer/Laptop, Microsoft Office applications (i.e., Word, Excel, PowerPoint, etc.), cell phone/mobile technology and standard office equipment.
Travel Requirements:
- Up to 10% โ 25%
The expected US Based hiring salary range for this role is listed below. Candidates 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: $63,000 - $73,000
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.
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- Up to 10% โ 25%
- Computer/Laptop, Microsoft Office applications (i.e., Word, Excel, PowerPoint, etc.), cell phone/mobile technology and standard office equipment.