Program Specialist

Full-time Description Full-time/Hourly position Salary Range to mid point: Min $19.91/hour to mid point of range $23.40/hour POSITION SUMMARY: Holt International finds and supports permanent, loving families for children who are orphaned, abandoned or at serious risk of separation from their family. Holt’s child centered model of care provides services for vulnerable children to ensure they will grow and develop to their fullest potential. The Program Specialist, International Programs supports high quality, multi-faceted programs that address the unique needs of the children and families Holt serves. The Program Specialist, International Programs provides administrative support to International Programs by overseeing and coordinating country programs, coordinating inter and intra-department communication, coordinating travel logistics, supporting Nutrition and Health Services and assisting with assigned projects as needed. This position coordinates day-to-day activities of the International Programs and Nutrition and Health Services and acts as communication and administrative liaison. The Program Specialist, International Programs supports database development and quality supply chain management. Updates annual program framework to schedule effective field activities and involvement by all stake holders. ESSENTIAL JOB FUNCTIONS: Data Coordinating, Monitoring and Management 30% 1. Leads database maintenance and manages departmental data by providing appropriate training to Holt program teams and participating partner organizations on the database and data collection expectations, either in person or remotely, to ensure accurate and adequate data flow on children’s health and growth to Holt. Verifies data quality and coordinates analysis of data within Holt and works in collaboration with database and data analyst contractors. 2. Manages departmental statistical reporting by using technical skills to update statistical reports, data management tools and coordination with field teams. Leads development of new reporting tools, features and processes, as well as training staff on updates, tools and resources. Participates in research processes and data collection in the field. Support for Expansion of International Programs 40% 3. Works closely with other departments to keep current information available to respond to government and non-government funded opportunities, donor engagement and grant opportunities and reporting needs. 4. Contributes to organizational and program capacity building efforts . 5. Leads in preparation, calendaring, coordination and monitoring of key project deliverables and department goals. Collaborates with team leaders to secure guidance on appropriate timeline and roll-out plans for each country program. Provides field implementation expectations to program leaders. Requests timely receipt of program field updates and expense receipts from Holt programs/partners/ volunteers and contractors. 6. Supports Holt’s fundraising efforts by managing grant timelines, producing country overviews, project summaries and program reports for foundations and donor relations representatives, department heads and support staff. 7. Conserves and maximizes the team’s time by acting as a primary liaison for administration and communication within and outside of Holt as required; . Administrative Support to International Programs and Nutrition and Health Services 30% 8. Works with IP leaders to ensure the consistency of monthly, quarterly, and annual global reports. This includes collecting, compiling, and cleaning organizational data for monthly, quarterly, and annual global reports. 9. Supports the agency and IP teams with development of program indicators to measure outcome/impact of programs. 10. Provides administrative support for adoptive families’ independent trips to visit foster families or care institutions. Coordinates with overseas staff and Holt’s Post Adoption Services Department to obtain travel permission, arrange schedules and logistics, communicate with adoptive families, and oversee security information for family visits to country programs. 11. Ensures Holt International publications and any other public information outlets have ample information by collaborating with Holt’s Philanthropy and Communications Department to plan requests and workflows. Coordinates with International Programs program directors and managers, overseas programs, and Holt’s adoption staff to collect and maintain a library of updates, articles, photographs, and other relevant information from overseas staff. 12. Provides assistance to the International Programs and Nutrition and Health Services by providing administrative support, determining priorities, coordinating workflow, completing assignments requested by supervisor. 13. Arranges travel for Holt staff, participating program staff and technical expert staff for overseas travel needs. Collaborate with Holt program leads to finalize all in-country arrangements to conduct assessments, trainings, monitoring and evaluation and/or contractor(s). 14. Maintains continuity of Nutrition and Health Services by collaborating and communicating with other teams and departments about nutrition and health services. Contributes ideas and supports NHS to improve efficiencies of workflow. Elicits counsel from programs for effective rollout with each partner. 15. Contributes to team effort by collaborating and communicating with the team on program needs and priorities. Contributing ideas for improving the efficient workflow of the team. Exhibiting cooperative and effective work relationships, such as responding positively to challenges, assignments, inter and intra departmental requests; Seeing beyond own tasks to help fulfill the organizational goals. 16. Contributes to a positive, productive work environment by meeting attendance and punctuality guidelines and pre-arranging time off with appropriate notice. Treats all people with dignity and respect. Exhibits good listening and comprehension skills including giving and welcoming feedback. Other duties as assigned. SUCCESS FACTORS: The successful Program Specialist, International Programs is self-directed; detail oriented and possesses superior administrative and organizational skills. Leverages technology to drive efficiency and performance and can adapt and respond to changing programmatic needs of a multi-country department. Approachable and dependable, and exhibits a confident, flexible communication style which includes sensitivity to cross-cultural communication and ability to explain new processes, solicit feedback and discuss information and actions with others in a patient, open manner. Demonstrates ability to quickly grasp, assimilate and interpret new information, and identify potential solutions to address system challenges. The Program Specialist, International Programs has technical knowledge to ensure accuracy of statistical data that is essential to planning and monitoring of overseas programs and services. Develops well thought out plans to accomplish tasks assigned. Demonstrates strong coordination skills for multi-faceted programs while keeping several Holt staff members informed on program needs, expectations, and schedules. Requirements KNOWLEDGE: Master’s degree desired; preferably in program administration, global health, nutrition or related field and a minimum of 2-3 years administrative assistant or program coordination experience; OR an equivalent combination of education, training, and experience sufficient to successfully perform the essential functions of the job as those listed above may be qualifying. Demonstrable cross-cultural communication skills preferred. Must have strong computer skills (Microsoft Office, Word, Excel, PowerPoint and database experience), knowledge of general office practices. Demonstrated ability to work effectively with multiple forms of technology; data analysis and data input experience desired, such as PowerBI. Analyze information for reports, training programs, and curriculum development. Must have strong organizational skills and be detail oriented. Excellent written and oral communication skills required. Experience coordinating or conducting training programs is desired. INFORMATION PROCESSING: Schedules and maintains consistent, results oriented communication for International Programs, Holt country program managers/ coordinators, Holt interdepartmental staffs and overseas partnering staffs. Ability to construct correspondence and reports, set priorities, organize and create tracking systems, monitor reporting systems, evaluate data and results, provide timely and adequate feedback; respond to requests for information and assistance from contractors, Holt staff and overseas partners. SCOPE OF RESPONSIBILITY: Works independently and takes initiative in assigned duties to select from among variety of existing options and/or to recommend new ways to complete International Programs tasks. High interdepartmental collaboration required within Holt, with overseas partners and with contractors to facilitate programs. Program Specialist ensures program continuity during any absence of other team members. LOCATION & TRAVEL: This position will be based at Holt’s headquarters in Eugene, Oregon with some work from home flexibility and travel may be required, up to 10% travel domestically and internationally as assigned. INTERPERSONAL COMMUNICATION: Displays abilities to address complex and/or difficult situations in a sensitive manner. Utilizes persuasion and problem-solving skills when communicating with Holt staff, independent contractors and overseas partners. Facilitates interdepartmental communication. Exercises good judgment, courtesy and tact at all times. Maintains a positive attitude and supportive work style. IMPACT OF RESULTS: Supports CEO’s vision and director’s goals and objectives to successfully implement a multi-year, multi-country initiative. Collaborates with Holt program leads to ensure smooth and effective program country assessments, training processes for Holt programs and partners in components of International Programs. SUPERVISORY RESPONSIBILITY: None REPORTS DIRECTLY TO: Director, Nutrition and Health Services and the Vice President, International Programs Salary Description Min $19.91/hour to mid point of range $23.40/hour