Program Assistant
Posted on: September 17, 2014Posted by: International Women's Health Coalition
- Provide administrative and programmatic assistance to two programs: Strengthening International Partnerships (SIP) (60%) and Learning, Monitoring and Evaluation (LME) (40%).
DUTIES & RESPONSIBILITIES
Program Support
- Backstop SIP and LME staff to support and strengthen the programmatic efforts of our partner organizations working in sexual and reproductive health and rights (SRHR), as well as program learning through documentation and evaluation.
- Assist with the preparation of annual budgets and work plans for the SIP and LME programs.
- Assist in tracking grant-making activity and conducting administrative follow-up, including: monitoring expenditures and preparing grant payments and fund transfers; ensuring that the Finance Department has necessary information on grantees; helping to draft, edit and process grant justification memos and grant award letters; and ensuring that grant documentation is in order and that information is entered into the grant database.
- Monitor, collect and disseminate information (from technical publications to social media) on IWHC's countries of operation and thematic areas. Review and analyze briefs, policy documents, and other publications through the lens of sexual and reproductive rights and health of women and young people.
- Assist in the collection and compilation of partners' outcomes and indicators to prepare SIP's monitoring and evaluation tools and prepare reports for quarterly meetings.
- Assist in organizing special meetings or convenings, set up and implement necessary systems, manage logistics, take notes and provide other support.
- Conduct research for and assist with drafting IWHC publications, articles, speeches, factsheets, reports, and media work.
- Research professional journals and other publications and document opportunities and requirements for publishing articles by IWHC staff and partners.
- Help to coordinate internal program-wide monitoring and evaluation system, including updating tracking tools and organizing meetings.
- Track and disseminate opportunities for IWHC participation in conferences and events.
- Monitor partners' social media and liaise with Communications staff to promote partners' work and ensure the programmatic sections of the website are up-to-date and that new materials and reports are posted.
- Work with Development staff to provide information for donor proposals and reports.
- Assist visiting international colleagues with interpretation and translate written documents.
Administrative Support
- Handle routine telephone and email communications, including with colleagues overseas.
- Arrange travel and accommodations for staff and for relevant colleagues, including assistance in obtaining visas, outlining itineraries, sending advance materials, etc.
- Assist in maintaining the calendars of program staff and scheduling appointments and calls.
- Manage expense reports and payment requests and help to monitor program spending.
- Manage and maintain relevant portions of IWHC grantmaking database and accurate and organized file systems.
- General office administrative tasks, including, but not limited to, responding to incoming calls and requests from the general public, faxing, photocopying, filing, etc.
- Provide administrative backup to other program assistants as needed to cover vacations or big projects.
- Perform other duties as assigned.
QUALIFICATIONS
- Passion for IWHC's mission and a strong commitment to sexual and reproductive rights and health, human rights, and gender equality.
- B.A. and one to two years work experience required; budgeting and grants administration experience desirable. Monitoring and evaluation experience a plus.
- Excellent written, verbal, organizational and analytical skills.
- Fluent written and spoken English; high proficiency (written and spoken) in Spanish, Portuguese and/or French required.
- Excellent computer and administrative skills, including proficiency with Microsoft Office and internet research. Experience with MicroEdge GIFTS a plus.
- Excellent listening and communications skills, with sensitivity to cultural communication differences and the ability to communicate directly and effectively with others.
- Detail-orientated with the ability to meet deadlines, manage competing priorities, and work cooperatively, effectively and accurately under pressure.
- Comfortable reporting to two supervisors, communicating competing priorities and working with supervisors to develop a workflow that meets the needs of both programs.
- A high level of self-motivation and ease at taking initiative and working independently.
- Ability to show discretion and handle confidential issues.
- Exceptional interpersonal skills and team spirit.
- Pleasant, mature and diplomatic manner and disposition.
- Willingness to work long hours, including occasional weekends, as needed.
HOW TO APPLY
Send cover letter (including ref. #PA0914 and salary requirements) and resume to: Liisa Sweet-Korpivaara @ fax 212-979-9009, or via email (in MS Word) to:recruitment@iwhc.org
