Infectious disease emergencies have disastrous impacts on families, societies, systems, and economies. Lessons from recent outbreaks (Ebola in West Africa, the plague in Madagascar, Diphtheria in Bangladesh and Yemen, Yellow Fever in DRC and Angola) highlight the global humanitarian community’s disconnected approach to outbreak response, and the coordination challenges between actors.
The READY project will bring together leadership from Save the Children, JHU’s Center for Humanitarian Health, JHU’s Center for Communication Programs, UK-Med, MERCY Malaysia, and EcoHealth Alliance to fill critical gaps in large-scale disease outbreak response capacity and capability by leveraging the best parts of what works across our operational, academic, clinical, and communications organizations. READY will ensure that the right people are in the right place at the right time, with the right skills, equipment, funds, and coordinated, integrated ways of working.
The Program Coordinator for the READY project on Save the Children’s Emergency Health and Nutrition (EHN) team is responsible for coordinating and supporting READY program implementation and operations through administrative, logistical, financial and grant management assistance to the home office-based team and region/country-based activities. This includes coordinating the needs and requests from various program components to ensure program consistency, accountability and efficiency. This position will also assist with coordinating key initiatives and activities including travel coordination, workshops, events, technical contracts, work plans, budget management, and new business development.
Coordinate the development and maintenance of efficient administrative support systems 30%
- Maintain relevant resources on the project’s Shared Drive and website, monthly calendars of travel and events, staff contact information lists at headquarters and country levels, organizational charts, meeting and hotel facility price lists for the DC area, and other systems as defined/assigned
- Perform filing, photocopying, faxing, maintaining office supplies
- Arrange teleconferences, circulate/distribute internal mail, and assist with other administrative support functions as assigned
- Prepare and process contractual agreements for both headquarter supported activities and country-level activities, as needed including establishing agreements, processing agreement extensions, reviewing/processing invoices, and tracking agreement deliverables, timelines, and budgets
- Develop and maintain OneNet webpage, Workplace community, etc.
- Support documentation for Toolkits and Curricula to ensure all Save the Children brand guidelines are upheld
- Support technical teams on new proposals, procurement updates, etc.
Coordinate planning and logistical support for EHN 30%
- Coordinate logistics for workshops, trainings and meetings, including travel arrangements, quotations and documentation for selection and approval of meeting sites
- Support program staff with managing meeting budgets and spreadsheets, reserving sites and/or conference rooms, ordering equipment and food
- Communicate with participants (e.g. send invitation letters and process registration as needed)
- Liaise with facility management to ensure proper room set-up and support
- Ensure the smooth organization and management of on-site meeting/conference execution
Support financial systems that track deliverables and program budgets 20%
- Coordinate input for monthly and quarterly reports on project funding, staff-time spent and grant spending
- Support Awards Manager on financial reporting and expenditure tracking for the project
- Coordinate consultancies for e-learning modules, training curricula, and workbooks
Coordinate travel related issues for the READY Project team 15%
- Complete, post, and track travel authorization requests (TARs) when needed
- Obtain travel documents, visas, and immunizations requirements from consulates and other international entities as required
- Prepare traveler folders with country and security information
- Maintain up to date accommodation lists for frequently visited countries and make shuttle, hotel and other transportation arrangements
- Assist with in-country scheduling of travelers’ visits/meetings when requested
- Process Travel Expense Reports (TERs)
Other duties, as identified by the program, office, or agency 5%
- Minimum 2-3 years experience required.
- Learned knowledge, organizational skills, and attention to detail to support a variety of tasks requiring some degree of difficulty.
Preferred Qualifications
- Bachelor’s degree.
- Excellent written and verbal communication skills.
- Excellent organizational and interpersonal skills.
- Ability to operate independently and as a team member.
- Meaningful work, with a knowledge that you are changing the lives of children all around the world
- A family friendly work environment
- Highly collaborative and innovative teams
- Generous paid vacation days, holidays, family leave days, and sick time
- Healthcare plans including medical, dental, and life insurance
- Retirement savings account with matching company contributions
- Structured and formalized management development and coaching programs for mid and senior level managers
- Extensive e-learning opportunities on a variety of topics offered through our affiliation with several prestigious universities as well as language learning opportunities