Program Assistant

About FHI 360: FHI 360 is a nonprofit organization that mobilizes research, resources and relationships so that people everywhere can access the opportunities they need to lead full, healthy lives.We have spent more than 50 years developing bold solutions to global challenges and creating measurable results through research and application of scientific breakthroughs. We listen to, learn from, and work with communities to expand economic opportunity, improve health and well-being, and respond to humanitarian crisis. By bringing together deep expertise and wide-ranging perspectives, we collaborate with partner communities and peer organizations to build enduring networks and expand our collective impact. In everything we do, we advocate for access and opportunity for people everywhere, enabling them to create their own paths forward. About the Tomorrow's Leaders Recruitment Program: The Tomorrow's Leaders Recruitment (TLR) Program recruits applicants for the Tomorrow's Leaders (TL) Program, a leadership development initiative that provides scholarships to highly qualified, students demonstrating financial need from Middle East and North Africa (MENA) countries to attend American-style higher education institutions based in the MENA region. The primary objective of the TL program is to build a cadre of leaders who are community-minded, intellectually capable, and professionally skilled, to become the leaders of the future. The program intends to nurture leadership skills and the spirit of community engagement and volunteerism among participating university-aged students at U.S.-accredited institutions in the MENA region. The TLR Program conducts outreach and recruitment activities to identify and select eligible students. The Tomorrow's Leaders Program impacts the lives of young leaders from communities throughout the MENA region. Essential Job Functions: Provide day-to-day administrative support for Tomorrow's Leaders Recruitment, especially support for the TL Recruitment and Application process; Coordination of procurement and tracking expenses; Ability to use database to track and sort applicants and pull reports as needed; Ensure integrity of project data and files though use of tracking tools and adherence to documentation protocols, including protection of personally identifiable information (PII); Support logistical arrangements for participant standardized testing in the region, issuance of per diem, and travel; including hotels, transportation, visa arrangements, and other logistical support; Produce project materials, including but not limited pre-departure orientation training materials and other administrative documents; Assist with virtual program logistics; and Perform other duties, as assigned. REQUIRED SKILLS AND QUALIFICATIONS: Associate degree required; bachelor's degree preferred; Fluency in Arabic preferred and French ability a plus; Proven organizational skills and ability to manage multiple tasks with a HIGH degree of accuracy; Ability to work independently and as a team member, take initiative, meet deadlines, and be flexible; Strong computer skills including use of databases; familiarity using and editing web-based platforms such as WordPress, Qualtrics, and FormAssembly; Proficiency in Microsoft Excel and database knowledge; Strong oral and written communication skills; demonstrated professionalism in written correspondence; and Demonstrated strong interpersonal and cross-cultural competencies, and interest in international education. Job Summary: Provide basic administrative support on a core project and/or technical operations (e.g., coordinating meetings, making travel arrangements, processing expense reports). Supports the planning and execution of project and technical initiatives. Assist with the monitoring of progress towards attainment of objectives and deadlines, reporting results to appropriate staff. Communicates extensively with staff and colleagues. Accountabilities: Programmatic Support: Provide administrative support including calendar management, scheduling, and managing expenses. Attend project meetings and prepares pre-meeting and post-meeting notes and memos. Plan for project-related meetings; booking conference rooms; ordering catering; preparing materials, etc. Support logistical arrangements for events, conferences, and workshops, including invitations, and procurement of materials, supplies, refreshments, etc. Support departments, practices and/or projects to manage electronic files and/or review to ensure completion. Provide communication support; compile folders for external stakeholders; keep track of communications materials inventory and work with teams to request additional materials, as needed. Support logistical arrangements for events, conferences, and workshops, including invitations, and procurement of materials, supplies, refreshments, etc. Taking meeting notes and maintain project files. Maintains filing system of sub-award documents. Programmatic Administration: Support travel activities for staff and consultants including preparation of expense authorizations, obtaining client travel approval, working with Travel Department to obtain air tickets and advances, and supporting travel expense reporting when required. Assist in the collection of information for use in reports and formats report drafts. Maintain distribution list for project reports. Send reminders to keep team on track with reporting deadlines. Serve as a backup to others at same level. Set up document management site (file share sites). Maintain, copy, and coordinate storage and archiving of files. Technical Requirements: Assist in technical data collection, review and basic analysis. 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: 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. Provide 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. Read and interpret budget to understand tracking. May suggest budget items/approach for tasks. Set up purchase orders in the finance system of record (HQ only). May help track down cost information (other direct costs (ODCs), hotel costs, etc.). Competencies: Project Management (Planning and Time Management) - accurately scopes out length and difficulty of tasks (sets objectives/goals/measures). Breaks down work into steps, schedules, task/people assignments. Marshal's people, time, and resource efficiently. Arranges information in a useful manner and orchestrates multiple activities at once. Problem Solving - analyzes problems, seeks input from others and considers a variety of solutions. Chooses most efficient and effective solutions with attention to the impact that solution has on other projects and tasks. Technical Skills and Learning - lets go of outdated processes and procedures, seeks out resources to enhance technical skills, and readily learns new industry processes, systems and products. Employees are expected to possess or have high potential for development of these three fundamental competencies. Applied Knowledge & Skills: 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, fluent in host country language as appropriate. Basic knowledge of concepts, practices and procedures with project design. Strong oral and written communication skills. Demonstrated proficiency with Microsoft Office suite software. Ability to problem solve and recommend corrective action as needed. Strong organizational and attention to detail needed to adhere to project deadlines. Effective communications in information shared by ensuring attention is paid to the specific components (i.e., formatting) of the communication, successful delivery and accountability for specific components (i.e., keeping timelines updated). 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. Education: Associate Degree or its International Equivalent in Civil Society, Communication and Social Marketing, Economic Development, Education, the Environment, Gender, Health, Nutrition, Research, Technology and Youth or a Related Field. Experience: Typically requires 0 - 2 years of relevant administrative experience supporting projects and/or a technical practice area. Prior experience in a non-governmental organization (NGO) preferred. Prior experience using Microsoft Office Suite preferred. 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 and stand for extended periods of time. Ability to lift/move up to 5 lbs. Technology to be Used: Personal Computer/Laptop, Sales Force, FormAssembly, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment. Travel Requirements: Less than 5% Date Revised: 9/10/2021 The expected US-based hiring salary range for this role is listed below. 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. For internal candidates, salary placement will also follow FHI 360's current promotional increase guidelines. Base salary is only one component of our offer. FHI 360 contributes 7% 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: USD 48,000 - 55,000 annually International hiring ranges will differ based on location 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 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. #J-18808-Ljbffr