Job Summary:

Provides administrative assistance and support to the division and surge support to projects within the division. Collects, compiles, and analyzes information relevant to projects and division work (e.g., update manuals, assist with proposals, process more complicated paperwork). Provides administrative and project support, in addition to communication efforts related to project management and execution. Assists in the creation/review of division and project work plans. Coordinates with technical and operations team. Prepares presentations and supports other related objectives and deliverables. Primarily supports global awards, business development, and administrative tasks for the division.

Accountabilities:

Programmatic Administration:

• Collaborates with the division management team to assist in ensuring division needs and requirements are met.
• Provides surge support to project teams, such as workplan development, planning for and arranging meetings and conference room setup, supporting travel requests, and sub award/contract and consultant agreements and modifications.
• Collects existing information (metrics, data, etc.) for use in reports, reaching out to project teams, sub- contractors, grantees, and partners for information.
• Coordinates assigned project activities and may conduct research to achieve project goals.
• Sends reminders to keep team on track with reporting deadlines and technical deliverables.
• Provides administrative support to the division and projects as needed by writing, reviewing, and translating
• Assists with new hire onboarding on division procedures and administrative processes reports on a quarterly basis.
• Reviews and contributes to work plans.
• May support project/project teams administratively to provide high quality deliverables to clients.
• Fulfills other administrative and special project duties as assigned.

Business Development and Proposal Management Support:

• May serve as proposal coordinator.
• Maintains the notice of funding opportunity (NOFO) tracker
• Updates sales force with division business development activities
• Contributes to business development and project design efforts

Finance Support:

• Assists the division and project team with the coordination of budget inputs
• Collects, compiles, and analyzes cost information relevant to the division and associated projects.
• Drafts sub-award/contract and consultant packages, reviews the packages, and submits for approval
• May support pre-award assessment process

Applied Knowledge & Skills:

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

Problem Solving & Impact:

• Works on problems of limited to moderate scope that require a review of various factors.
• Exercises judgment within defined procedures and practices to determine appropriate action.
• Builds rapport with internal and external contacts.

Supervision Given/Received:

• Receives general instructions on routine work, detailed instructions on new projects or assignments.
• Uses independent judgment in determining workflow and priorities.
• This position will report to the Program Operations Manager.

Education:

• Bachelor’s Degree or its International Equivalent – Civil Society, Communication and Social Marketing, Economic Development, Education, the Environment, Gender, Health, Nutrition, Research, Technology and Youth or a Related Field.
• Master’s Degree preferred.

Experience:

• Typically requires a minimum of 2+ years of relevant experience supporting projects and/or a technical practice area.
• Prior work experience in a non-governmental organization (NGO), government agency, or private organization.
• Prior experience using Microsoft Office Suite preferred.
• Prior experience working on USG proposals preferred.
• Prior experience working in Infectious Diseases and Global Health Security 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: