We are looking for a Program Assistant to support program management functions in the West & Central Africa department. The Program Assistant (PA) will have wide ranging responsibilities and work with PSI staff at all levels both in Washington and overseas. The position requires flexibility and willingness to assume varied duties and projects with an emphasis on administrative and financial tasks. This position is based in Washington, D.C. and reports to the Regional Director for West & Central Africa.
The position will form part of a regional backstopping team based in DC and will be expected to interact regularly with the field offices in the region, as well as other departments in Washington including Contracts, Finance and Procurement. The ideal candidate is someone who will pro-actively meet administrative needs, can juggle multiple, competing priorities, and will enthusiastically ensure smooth and timely flow of work.
The Program Assistant is responsible for providing administrative and financial support to the staff of the West & Central Africa (WCA) region, ensuring smooth and timely flow of work and will be assigned to support country offices. Duties include, but are not limited to the following:
- Provide dynamic and proactive administrative support to the Associate Program Managers, Program Manager, Financial Analyst, and Regional Directors
- Serve as the Regional point of contact for all departmental requests and manage departmental email group
- Manage requisitions for procurements and consultant contracts
- Review and process vendor and consultant invoices generated both through DC and the country offices through online system
- Support maintenance of internal report management systems and tools
- Manage and organize departmental events such as: department meetings, retreats, team building activities, etc.
- Assist with travel arrangements for WCA staff including: helping to secure visas for urgent travel, making hotel reservations, and scheduling appointments
- Maintain existing departmental system of filing, classifying, and tracking country-specific documentation and support the design of tools and systems for knowledge management and information tracking
- Other duties as assigned
- At least one year experience working in a fast paced office environment
- Experience living outside the United States and in multicultural environments preferred
- Advanced computer skills with strong Excel skills (and including MS Office applications)
- Excellent organizational and administrative skills with strong attention to detail and timeliness
- Proven ability to develop routines to manage large workloads and organize work efficiently
- Readiness to interact with a variety of people and assume diverse duties and tasks
- Proficiency in French