Program Assistant

Job Summary:

Provide basic and essential administrative support to project teams, ensuring smooth coordination and execution of project tasks. Responsibilities include scheduling meetings, tracking deadlines, maintaining project documentation, and assisting with basic financial tracking. The role also involves supporting risk identification, and monitoring sub award deliverables. The Program Assistant plays a key role in facilitating communication with the project team and ensuring compliance with basic project guidelines.  

Accountabilities:

Programmatic Support:

• Provides basic administrative support, schedules meetings, managing expense reports and travel expenses, and tracks simple tasks

• Supports planning activities, prepares basic schedules

• Assists with managing small tasks, tracks deadlines

• Maintains project documents, assists in report preparation

• Attend project meetings and prepares pre-meeting and post-meeting notes and memos.

• Plan for project-related meetings; booking conference rooms; ordering catering; preparing materials, etc.

• Support travel and logistical arrangements for events, conferences, and workshops, including invitations, and procurement of materials, supplies, refreshments, etc. for staff and consultants

• Support departments, practices and/or projects to manage electronic files and/or review to ensure completion.

• Provide communication support; compile folders for external stakeholders; keep track of communications materials inventory and work with teams to request additional materials, as needed.

• Coordinates with team members on administrative tasks

• Ensures adherence to basic project guidelines and reporting requirements

• Supports identification of minor risks and tracks issues

Programmatic Administration:

• Assist with tracking sub-award deliverables and compliance; maintains filing system of sub-award documents

• Support travel activities for staff and consultants including preparation of expense authorizations, expense reimbursements, 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.

• Serve as a backup to others at same level.

• Set up project SharePoint site in accordance with organizational processes.

• Maintain, copy, and coordinate storage and archiving of files.

Technical Requirements:

• 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 (Security, IT, HR, etc.):

• Facilitate job descriptions process.

• Arrange interviews.

• Set-up technology for meetings.

• Troubleshoots equipment issues.

• Keep and update list of project contacts.

Finance Support:

• Assists with basic tracking of project expenses

• 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.

• 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 orders in the finance system of record (HQ only).

• May help track down cost information (other direct costs (ODCs), hotel costs, etc.).

Business Development and Propo