Program Coordinator, READY Initiative

Washington D.C., DC, USA
negotiable Expires in 3 days

JOB DETAIL

Summary

The Program Coordinator for the READY initiative on Save the Children’s Emergency Health and Nutrition (EHN) team is responsible for coordinating and supporting READY implementation and operations through administrative, logistical, and financial management assistance to the home office-based team and region/country-based activities. This includes coordinating the needs and requests from various program components to ensure program consistency, accountability and efficiency. This position will also assist with coordinating key initiatives and activities including travel coordination and planning, workshops, events, technical contracts, work plans, project briefs and knowledge management efforts, stakeholder communication and engagement, and budget management.

What You’ll Be Doing (Essential Duties)

 

Essential Duties, Responsibilities and Impact

 

Coordinate the development and maintenance of efficient administrative support systems (40%)

 

  • Maintain relevant resources on the project’s SharePoint site and Knowledge Management Hub, monthly calendars of travel and events, staff contact information lists at headquarters and country levels, organizational charts, meeting and hotel facility price lists for the DC area, and other systems as defined/assigned
  • Perform filing, photocopying, faxing, maintaining office supplies
  • Arrange teleconferences, circulate/distribute internal mail, and assist with other administrative support functions as assigned
  • Take and distribute notes and actions from meetings and teleconferences; support in activity milestone monitoring
  • Prepare and process contractual agreements for both headquarters supported activities and country-level activities, as needed including establishing agreements, processing agreement extensions, reviewing/processing invoices, and tracking agreement deliverables, timelines, and budgets
  • Support in developing and maintaining intranet webpage, Workplace online community, etc.
  • Support documentation and formatting for Toolkits and Curricula to ensure all donor branding guidelines are upheld
  • Additional ad-hoc support tasks to the Chief-of-Party, as needed

 

Coordinate planning and logistical support for READY (30%)

  • Coordinate logistics for workshops, trainings and meetings, including travel arrangements and quotations.
  • Support program staff with managing meeting budgets and spreadsheets, reserving sites and/or conference rooms, ordering equipment and food
  • Communicate with participants (e.g. send invitation letters and process registration as needed) and take/distribute detailed and timely meeting minutes
  • Liaise with facility management to ensure proper room set-up and support
  • Ensure the smooth organization and management of on-site meeting/conference execution

 

Support financial systems that track deliverables and program budgets (10%)

  • Coordinate input for monthly and quarterly reports on project funding, staff-time spent and grant spending
  • Support Awards Manager on financial reporting and expenditure tracking for the project
  • Coordinate consultancies for e-learning modules, training curricula, and workbooks

 

Coordinate travel related issues for the READY initiative team (15%)

  • Complete, post, and track travel authorization requests (TARs), when needed
  • Obtain travel documents, visas, and immunizations requirements from consulates and other international entities as required
  • Prepare traveler folders with country and security information
  • Maintain up to date accommodation lists for frequently visited countries and make shuttle, hotel and other transportation arrangements
  • Assist with in-country scheduling of travelers’ visits/meetings when requested
  • Process Travel Expense Reports (TERs)

 

Other duties, as identified by the program, department, or agency 5%

 

Required Qualifications

  • Minimum 2-3 years of experience
  • High School or Technical/Vocational Degree
  • Learned knowledge and technical skills to support semi-complex tasks
  • Professional level experience providing administrative and/or logistical support to a team or office
  • Attention to detail to manage complex tasks, programs or projects
  • Excellent written and verbal communication skills
  • Ability to work with competing deadlines and priorities
  • Excellent organizational and interpersonal skills
  • Customer-service oriented personality and experience
  • Ability to operate independently and as a team member

 

Why you should join the Save the Children Team…

Save the Children US offers outstanding benefits that include health, dental, vision and life insurances, pet insurance, short-term and long-term disability coverage, an Employee Assistance Program, 403(b), generous vacation, personal sick leave, family leave, parental/adoption leave, commuter benefits, dress for your day, and much more.

Click here to learn more about how Save the Children US will invest in YOU!

 

 

About Save the Children

Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.

Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom Save the Children is in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. In addition, it is Save the Children’s policy to create and proactively maintain an environment that aims to prevent and deter any actions and omissions, whether deliberate or inadvertent, that place children at the risk of any kind of child abuse. All our representatives are expected to conduct themselves in a manner consistent with this commitment and obligation. Any violations of this policy will be treated as a serious issue.

We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws.


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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