The Program Assistant is primarily responsible for providing logistical, programmatic, operations, and administrative support to the project. S/he will work with select country teams and Washington DC/NC staff to ensure the smooth set up, implementation and operation of country programs, and ensure ongoing monitoring and reporting on country programs. S/he prepares documents and reports, the use of office technology, compiling records, organizing and maintaining files, posting information, and assisting others. The Program Assistant collects and verifies data, summarizes and reconciles information, and coordinates and maintains records management. S/he serves as a primary resource for assistance for the project.
- Assists program staff with requests from regional and country offices and other staff members.
- Coordinates technical visits, travel authorizations, expense reports, payments, and contract agreements to support implementation of country programs.
- Supports in copyediting quarterly reports and schedules quarterly report calls.
- Supports subaward modifications and tracks spending against obligations.
- Schedules and attends routine country calls, takes notes, and follows up on action items.
- Maintains databases, shared internal files, and data integrity and security according to quality standards and company policy.
- Performs day-to–day routines independently with own initiative.
- Prepares documents, reports and briefing materials for consultants, staff and donors.
- Assists in the orientation/training of new administrative/support staff.
- Performs entry-level technical program-related tasks, such as reviewing workplans.
- Ensures documentation and reports are tracked regularly and adhere to country and regional standards.
- Performs other related duties as assigned.
Problem Solving & Impact:
- Works on problems that are routine in nature and are standard procedures and policies.
- Works independently and within a team on special non-recurring and ongoing projects/programs.
- Exercises judgment within defined practices and policies to perform duties.
- Decisions made generally affect own job or specific functional area.
Supervision:
- Has no supervisory responsibility.
- Uses independent judgment to determine work flow and priorities.
- Receives instructions on new assignments.
- Reports to EpiC Project Manager or Sr. Project Manager.
- Typically requires 0-2 years of programs and administrative support experience.
- 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; working proficiency in French preferred.
- Prior experience in a non- governmental organization (NGO) preferred.
Typical Physical Demands
- Typical office environment.
- Ability to sit and stand for extended periods of time.
- Ability to lift 5-50 lbs.
Technology to be Used:
- Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand-held devices.
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