Program Assistant

The Program Assistant will provide basic and essential administrative support to project teams, ensuring smooth coordination and execution of project tasks on global USG-funded projects. 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 sub-partners and ensuring compliance with basic project guidelines.

Note: eastern time zone working hours are required for this position.

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 .

• Attends project meetings and prepares pre-meeting and post-meeting notes and memos.

• Plans for project-related meetings; booking conference rooms; ordering catering; preparing materials, etc.

• Supports travel and logistical arrangements for events, conferences, and workshops, including invitations, and procurement of materials, supplies, refreshments, etc. for staff and consultants

• Supports departments, practices and/or projects to manage electronic files and/or review to ensure completion.

• Provides 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:

• Assists with tracking sub-award deliverables and compliance; maintains filing system of sub-award documents, sub-award action tracking (such as FFATA submissions), and regular review of sub-monitoring plans.

• Supports 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.

• Assists in the collection of information for use in reports and formats report drafts.

• Maintains distribution list for project reports.

• Sends reminders to keep team on track with reporting deadlines.

• Serves as a backup to others at same level.

• Maintains and coordinates 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.

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.

• Provides 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.

• Reads and interprets budget to understand tracking.

• May suggest budget items/approach for tasks.

• Sets up purchase orders in the finance system of record.

• May help track down cost information (other direct costs (ODCs), hotel costs, etc.).

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.

Qualifications:

• Associate's degree or its international equivalent, preferably in public health or a related field.

• 0 - 2 years of relevant administrative experience supporting projects and/or a technical practice area; prior experience working on USG or USAID-funded projects an added advantage.

• Experience tracking financial data and/or supporting the management of subawards highly desirable.

• Experience ensuring compliance with award, contract, and organizational policies preferred.

• Prior experience in a non-governmental organization (NGO) preferred.

• Demonstrated proficiency with Microsoft Office 365.

• Strong oral and written communication skills; proficiency in English is required.

• Demonstrated proficiency with Microsoft Office suite software.

• Ability to problem solve and recommend corrective action as needed.

• Strong organizational skills and attention to detail needed to adhere to project deadlines.

Typical Physical Demands:

• Typical office environment.

• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.

• Ability to sit or stand for extended periods of time.

• Ability to lift or move up to 5 lbs.

Technology to be Used:

• Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%

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.

#LI-DNI

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.

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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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