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:
Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
10%
The expected US Based hiring salary range for this role is listed below. Candidate 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.
Base salary is only one component of our offer. FHI 360 contributes 12% 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: $51,000 - $67,000
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 and affirmative action 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.
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