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 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.

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

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.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

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 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment  process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.

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.

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