Program Assistant

Program Assistant

Locations

• US-REMOTE-DC
• USA-Remote (Any)
• US-REMOTE-NC

Time Type: Full time
Job Requisition Id: Requisition – 2023200476

Job Summary:

The Emerging Infectious Diseases and Health Security (EIDHS) division is a global team with in-country, local experts who have extensive knowledge in global health security and emerging infectious diseases and are committed to strengthening health security capacity across the world. The Program Assistant will provide basic administrative support on a core project and/or technical operations (e.g., coordinating meetings, making travel arrangements, processing expense reports). They will support the planning and execution of project and technical initiatives. The position assists with the monitoring of progress towards attainment of objectives and deadlines, reporting results to appropriate staff. The incumbent will have the capability to communicate extensively and effectively with staff and colleagues.

Accountabilities:

Programmatic Support:

• Supports project managers to coordinate with internal units, such as finance, contracts, procurement, travel, etc., and assists program staff with requests from regional and country offices and other staff members.
• Maintains EIDHS unit SharePoint and project sites, Teams, Vine, and overall knowledge management.
• Provide administrative support including calendar management, scheduling, and managing expenses of EIDHS and project led events and meetings.
• Attend project meetings and prepares pre-meeting and post-meeting notes and memos.
• Plan for EIDHS and 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.
• 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.
• Supports program/project teams administratively and technically to provide high quality deliverables to clients.
• Supports the documentation and shares project accomplishments, challenges, and lessons learned among internal and external partners.
• 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:

• Set-up technology for meetings.
• Troubleshoots equipment issues.
• Keep and update list of contacts.

Finance Support:

• Supports 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.
• May contribute to the development of budget inputs for project budgeting process.
• 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:

• 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%

The expected hiring salary range for this role is listed below. 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.

Hiring Salary Range: $38,000 – $55,000

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.

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 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.

FHI 360 staff working in the United States are required to be fully vaccinated for COVID-19, regardless of the type of project or client they serve, or of their employment status (full/part-time, remote, telework, or in-office), unless an accommodation applies. FHI 360 complies with federal, state, and local laws with regard to accommodations related to this policy. Full vaccination is currently defined as two weeks after the second dose in a two-dose series, such as the Pfizer-BioNTech or Moderna vaccine, or two weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine. Booster doses are not required at this time.

About Us
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research, technology, communication and social marketing — creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries and all U.S. states and territories.

As we evolve to meet the challenges of the future, we stand committed to the principles that have guided our organization for the last 40+ years. Our work continues to be grounded in research and science, strengthened by partnerships and focused on building the capacity of individuals, communities and countries to succeed.

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.

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.

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.