Program Assistant

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 Eng