The Program Associate is an expected one-year position (funded to end of January 2019) that will provide daily program, logistical, and administrative/management support to the Technical and Operational Performance Support (TOPS) Bridge Associate Award. S/he will help ensure coordination and efficiency in the day-to-day operation of the program. Areas of responsibility include but are not limited to: establishing and maintaining administrative systems and files; tracking expenses; assisting with event planning and management; supporting the program’s communications needs; assisting with document preparation and submission; maintaining communication links with field; arranging travel and logistics; and conducting research.
The Program Associate will make routine decisions around day-to-day execution of the job; organize self, manage time, and pay close attention to detail to get things done. The Program Associate will follow established policies, procedures and processes for routine tasks, and will require supervision to review work progress and results, keeping the manager informed of important issues. S/he will build effective relationships within their immediate or peer workgroup.
Administrative and Human Resources Support - 70%
- Organize and support project meetings; assist with technical sector task force meetings as needed;
- Take meeting minutes;
- Maintain project calendar for travel, meetings, and deadlines;
- Support staff in booking and arranging travel;
- Assist with processing and tracking project expenses;
- Manage consultancy arrangements (consultancy agreement and payment);
- Properly code and submit invoices, travel expense reports, etc.;
- Order office supplies and computer equipment, track the project’s inventory;
- Perform photocopying, scanning, filing;
- And other tasks as required.
Program Learning, Coordination and Innovation - 30%
- Support drafting and producing external communications (newsletters, program briefs); support the TOPS Communications Specialist, as needed;
- Provide engagement support for TOPS technical specialists by posting information and resources to the FSN Network website, tweeting, and assisting in other knowledge dissemination practices;
- Provide administrative support for webinars;
- Support planning, preparing and executing international and domestic knowledge sharing and capacity strengthening events including:
- Collect vendor quotes and coordinate with the team in selection and reservation of venues and service providers;
- Prepare and track event budgets;
- Procure or arrange for special equipment;
- Contact speakers;
- Complete preparation tasks as assigned; and
- Assist with event day coordination as well as post-event tasks.
Required Qualifications
- 1-2 years office/administrative support experience in nonprofit/international organizations;
- Experience with maintaining and tracking budgets; and
- Excellent knowledge of Microsoft Office software including Word, Excel, and PowerPoint.
Desired Qualifications
- Bachelor’s degree;
- Familiarity with Web 2.0 tools and Drupal content management systems;
- Experience using Adobe Connect to produce webinars;
- Experience in basic communications and graphic design practices;
- Familiarity with livelihoods/food security programming;
- Availability to travel internationally; and
- Proficiency in foreign language in addition to English preferred (e.g., French/Spanish).
- 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