Are you looking for an exciting opportunity to make an impact in global health security? FHI 360 is looking for a Program Assistant to support the management and implementation of the STRengthening Infectious disease DEtection Systems (STRIDES) Activity, USAID's flagship global health security project which aims to improve a country's ability to prevent, detect and respond to emerging infectious diseases. Come join us and help prevent the next global pandemic!
Job Summary:
Provides administrative support and technical operations (e.g., coordinating meetings, making travel arrangements, processing expense reports) to STRIDES. Supports the planning and execution of project and technical activities. Assists with monitoring progress towards attainment of STRIDES objectives and deadlines, reporting results to appropriate staff. Communicates extensively with STRIDES staff and FHI 360 colleagues.
Accountabilities:
Programmatic Support:
Provide administrative support including calendar management, scheduling, and expense management.
Attend project meetings and prepare pre-meeting and post-meeting memos and minutes.
Plan project-related meetings, including but not limited to, 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 STRIDES to manage electronic files, including maintaining the Activity's SharePoint site, organizational management tracker, subcontract files and folders, and other systems as requested.
Provide communications support: compile folders for external stakeholders; track inventory of communications materials; work with teams to request additional materials, as needed.
Programmatic Administration:
Support staff and consultant travel including preparation of expense authorizations, develop required approval request documentation, work with FHI 360's Travel Department to obtain air tickets and advances, and support travel expense reporting.
Assist in the research and collection of ground information for use in reports; support formatting of report drafts.
Maintain distribution lists for project communications, including reports, meeting invitations, emails, etc.
Send reminders to keep team on track with reporting deadlines.
Serve as a backup to others at same level.
Maintain, copy, and coordinate storage and archiving of files in compliance with FHI 360 and donor records retention policies.
Technical Requirements:
Assist in technical research, including data collection, review, and basic analysis.
Provide basic technical support to develop and disseminate tools, materials, reports, papers, and interventions for projects.
Conduct searches of published literature, mobile software sites, blogs, on evolving issues related to STRIDES scopes of work.
Provide technical administrative support to workplan preparation and finalization.
Operational Support (Security, IT, HR, etc.):
Set-up technology for meetings.
Troubleshoot equipment issues.
Keep and update list of contacts.
Finance Support:
Payment processing: receive invoices in financial system of records, 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 requisitions in FHI 360's finance system.
May help track down cost information (other direct costs [ODCs], hotel costs, etc.) for budgeting purposes.
Business Development and Proposal Management Support:
Contract deliverables support and tracking: support review/uploading of project reports and deliverables to the Development Experience Clearinghouse and to the internal Knowledge Exchange.
Work with FHI 360's Copylab team to ensure STRIDES deliverables comply with 508 access requirements.
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; fluency in French, Spanish, or Russian desired.
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 share 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 follow standard procedures and policies.
Works independently and within the STRIDES team to support 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's 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.
Excellent communication skills, both written and verbal.
Demonstrates a proactive approach to problem-solving and decision-making.
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%.
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: $44,000 - $54,000
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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