Program Associate for Projects, Institute for Reproductive Health (IRH) - Georgetown University Med
Program Associate for Projects, Institute for Reproductive Health (IRH) - Georgetown University Medical Center
Georgetown University's Institute for Reproductive Health (IRH), through partnership with international and local organizations, strives to: expand family planning choices to meet the needs of women and men worldwide; advance gender equality by helping women and men across the lifecycle learn about and take charge of their reproductive health; and involve communities in reproductive health interventions that improve their wellbeing.
The Program Associate for Projects provides administrative support to 2 or more IRH solutions/projects - to include assisting technical teams in developing, editing, finalizing guiding program documents, concept notes, presentations and proposals; preparing documents for the contracts unit to process; submitting approved payments for processing; assisting in the coordination and participation in meetings; coordinating travel arrangements; and coordinating with field staff and consultants. S/he interacts with anyone in the office/external audience seeking information about the solutions they represent, and coordinates with external partners, whether contracted partners or consultants, staff in the field, other vendors that work with IRH. Reporting to a Solutions Manager, the Program Associate for Projects has duties that include but are not limited to:
- Assists several technical teams at headquarters to develop, edit, and finalize guiding program documents, concept notes, proposals and presentations.
- Conducts literature reviews and organizes references and citations, manages submission of research protocols to ethical review committees, and edits/formats study instruments.
- Assists solution teams and solution managers to complete administrative aspects of service delivery programs and research initiatives - for example, sub-agreements, consultant agreements, and technical and financial reports; develops guiding documents (annual budgets and work plans, multi-year scale-up plans, event timelines, advocacy and other materials); and monitors plan implementation and related expenses.
- Coordinates development of budgets, monitor spending, financial advances and reports, along with Solution Managers; and reviews project and sub-agreement invoices.
- Works with the Finance and Operations team to resolve issues regarding financial payments - for example, including salary payments between field staff, partners, and headquarter project teams.
- Supports technical elements of programs through developing, editing and finalizing guiding program documents - for example, study tools, IRB applications, presentations, formative reports, and analysis.
Events and Travel Administration
- Coordinates travel for IRH Washington and field staff, as well as partner travel.
- Manages events such as partner meetings or technical consultations.
- Responds to ad hoc requests to participate in different ventures - for example, working with staff to edit research protocols and instruments, working with program staff to create PowerPoint presentations, overseeing budgeting and contract management, and preparing reports to donors.
- Represents IRH at informational meetings, working groups, meetings, and conferences as needed.
Field Staff Coordination
- Liaises with field offices on administrative issues - for example, timesheets and leave requests.
- Reviews field office cost share reports, and tracks across projects by donor.
- Provides procurement oversight and support for field offices - for example, office equipment and project commodities, and negotiations with local vendors.
- Supports recruitment for hiring of local personnel, including field staff, consultants, and interns.
- Oversees timely administration of field staff, consultant, and partner contracts.
General Administrative Support
- Maintains information about technical aspects of project, as needed, to facilitate understanding of project objectives and needs - for example, electronic and physical files, website, and calendars.
- Facilitates translations of program and administrative documents.
- Supports new business development within a team structure.
- Bachelor's degree
- 2 to 3 years of office experience - at least 2 years of professional experience in health or international development and in budget and program management experience - and at least 1 year of international program experience
- Demonstrated ability to work effectively in international settings and to facilitate program management
- Knowledge of donor rules and regulations, with particular emphasis on USAID and other USG agencies is a plus
- Ability to manage and coordinate diverse tasks and facilitate relationships between multiple parties
- Demonstrated ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary
- Sensitivity to cultural differences and understanding of the political and ethical issues in assigned areas
- Clear and persuasive interpersonal, verbal, written, and presentation skills
- Ability to work well both on a team and independently
- Self-starter with excellent organizational skills and attention to detail and ability to multi-task
- Familiarity with how USAID and the international donor community operate in supporting RH/FP programs
- Skilled in Microsoft Office applications
- Experienced in creating works plans and budgets with Excel and excellent PowerPoint skills
- Ability and willingness to travel up to 5% of the time
- Preference for High level of proficiency (FSI level 4) in spoken and written French
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