Program Associate, Tobacco Control

Program Associate, Tobacco Control

The Program Associate, Tobacco Control will work under the supervision of the Senior Vice President, Tobacco Control and the Director, Grants and Contracts to support the administrative and operations needs of the Tobacco Control Division.

This is a full-time position based in our New York office, where a hybrid, 2-day-per-week office schedule is in place. We offer highly competitive compensation and comprehensive benefits. The salary range for this position is $58,800 to $60,000 USD.

Duties and Responsibilities:

Program Support:

· Support the organization and planning of meetings and events; at times attending, taking notes, helping to synthesize key action items and follow-up and tracking progress towards completion;

· Schedule and attend calls and meetings for projects and country programs and keep a record of minutes;

· Coordinate closely with other Division staff responsible for scheduling and logistics;

· Help to craft and update documents as needed;

· Provide editorial support for reports and proposals developed at the Tobacco Control Division;

· Interact with internal and external stakeholders on the SVP and other senior leaders' behalf, regarding program content, communication needs and meeting preparations;

· Assist in monthly, quarterly, and annual narrative reporting to Bloomberg Philanthropies;

· Support the communications of the Division, including social media, website management, webinars, and output development.

Operations Support:

· Form and maintain productive working relationships with the Finance and Administration Division and Global Enterprise Division staff including finance, human resources, procurement, facilities, I.T. and legal support staff to facilitate coordination of functions for the Tobacco Control Division;

· Coordinate the day-to-day operations of the New York team, including procurement, facilities, and finance support;

· Support the program's contracting and contract amendment process through the creation, proofing and submission of contracting documents for e-signature through the Contract Lifecycle Management system (Docusign);

· Support the SVP, Tobacco Control and HR in recruiting new staff to the Division. Maintain an onboarding procedure for new Tobacco Control staff and coordinate the induction sessions for new staff;

· Assist with registration and coordination of international conferences that Division staff attend.

Finance/Grants Support:

· Support the Director of Grants and Contracts and collaborate with technical teams for day-to-day budget and grants management;

· Maintain up-to-date program budgets, monitor expenses, and forecast availability of funds;

· Track payments submitted for projects to help facilitate expense analysis;

· Provide program with overview of budgets, projections, and savings allocations, giving status updates as requested;

· Review invoices, per diem requests, reimbursements for accuracy;

· Communicate with staff and vendors to solve invoice and payment request inquiries;

· Support preparation of quarterly financial reports as required;

· Performs other related duties as required and assigned by the Director of Grants and Contracts.

Qualifications:

Education:

· Bachelor's degree required

Skills & Abilities:

· Excellent organizational, time management skills and attention to detail;

· Proven ability to manage multiple ongoing tasks;

· Excellent English, proficiency in a second language preferred;

· Strong interpersonal skills with the ability to work with remote members of the team;

· Ability to prioritize tasks and work efficiently;

· Demonstrated sensitivity in handling confidential information;

· Excellent computer skills; proficient user of Microsoft Office suite (Word, Excel, Outlook, PowerPoint);

· Ability to perform data entry using word processing, spreadsheet or database commands, and format materials;

· Willingness and ability to work across different time zones;

· A global outlook with a keen interest in current global affairs;

· Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

Experience:

Required:

· Minimum three years of professional work experience

Preferred:

· At least one year of working experience in public health with an international non-profit;

· Experience working collaboratively and remotely with internal and external team members to provide administrative support in a timely manner;

· Recent experience using platforms such as Monday and Microsoft Teams.

Working Conditions and Physical Requirements:

· Limited work-related travel based on program needs.