Program Assistant for Operations Institute for Reproductive Health Georgetown University
The Georgetown University Institute for Reproductive Health (IRH) addresses global reproductive health and family planning issues through a research-to-practice agenda. Our emphasis is on fertility awareness-based methods of family planning; strategies for developing equitable gender norms for youth; and improving the quality of HIV/AIDS services by reducing stigma and discrimination. Cross-cutting themes in the Institute’s work include network and system strengthening, scale up of innovations and incorporating gender perspectives in reproductive health. The Institute partners with a wide range of organizations both globally and in the countries in which we work, conducts research, builds capacity, and provides technical assistance to public and private-sector organizations in lower and middle-income countries and the U.S.
The Program Assistant position will contribute to the Institute’s goal of increasing access to fertility-awareness based methods (FAM) of family planning, while maintaining best practices, including a focus on informed choice and quality of care. The Program Assistant is a member of the Operations Team and the Knowledge Management Team and provides administrative assistance to the Senior Management Team. As a part of the Operations Team, the Program Assistant provides support to contractual agreements, project management, and information technology, so as to ensure smooth, efficient functioning of the Institute. As part of the Knowledge Management Team, the Program Assistant assists in providing information and resources that enable all IRH staff to effectively utilize available technology and remain informed about projects at IRH and developments within the global health field. The Program Assistant supports the work of the Senior Management Team through administrative and technical tasks, monitoring the IRH Annual Workplan, and organizing events and conferences as needed.
Essential functions
• Assist with contractual agreements, including the preparation, revision, submission and tracking of subagreements, work orders, and consultant agreements. Update the Database of Subagreements with relevant information regarding current and past invoices, contracts and contract modifications. Oversee recruitment and hiring of new staff and interns.
• Assist the Senior Management Team by providing updates, tracking deadlines, and sharing key issues discussed at the meetings with IRH staff. Coordinate the preparation of USAID documentation, including the annual workplan and budget. Assist with special tasks from the SMT as assigned.
• Arrange and coordinate meetings and events; track domestic and international conferences, IRH attendance and exhibits; organize the annual International Staff Meeting. Coordinate international travel and visa requests for IRH staff and consultants.
• Provide administrative and technical support to the Knowledge Management Team. Organize internal staff trainings and provide relevant, useful resources to all staff. Assist with special tasks as assigned.
• Perform a variety of administrative and management tasks including maintaining timesheet and leave request files, development and adherence to the Procedures Manual, maintaining Operations share drive, and updating the Institute’s contact information.
• Interact with USAID counterparts in Washington, DC and in developing countries, as well as with representatives of partner organizations; assist in the preparation of quality presentations, papers, and documents in English and French.
Qualifications
Education
• Bachelor’s degree in related field required.
• Knowledge of international development, with specific knowledge of women’s health/reproductive issues in developing country settings desirable.
Experience
• One to two years’ experience working in an office environment required.
• Experience living and working in developing country settings highly desirable.
• Familiarity with USAID programs and the international donor community
Skills
• High level of proficiency (FSI level 4) in spoken and written French required, Spanish language ability an asset
• Ability to coordinate and handle multiple priorities and input from several people
• Ability to work effectively in team settings and with technical and administrative staff and consultants to maximize smooth program implementation
• Demonstrated oral and written business communications skills
• Self-starter with excellent organizational skills and attention to detail
• Skilled in Microsoft Office applications required
This position will initially be hired through a sub agreement with Development International, Inc., and will transition to Georgetown employment within 2 months. Development International is an equal opportunity employer.
Send resume and cover letter with “Program Assistant for Operations” in the subject line to irhresumes@gmail.com. No phone calls, please.
The Program Assistant position will contribute to the Institute’s goal of increasing access to fertility-awareness based methods (FAM) of family planning, while maintaining best practices, including a focus on informed choice and quality of care. The Program Assistant is a member of the Operations Team and the Knowledge Management Team and provides administrative assistance to the Senior Management Team. As a part of the Operations Team, the Program Assistant provides support to contractual agreements, project management, and information technology, so as to ensure smooth, efficient functioning of the Institute. As part of the Knowledge Management Team, the Program Assistant assists in providing information and resources that enable all IRH staff to effectively utilize available technology and remain informed about projects at IRH and developments within the global health field. The Program Assistant supports the work of the Senior Management Team through administrative and technical tasks, monitoring the IRH Annual Workplan, and organizing events and conferences as needed.
Essential functions
• Assist with contractual agreements, including the preparation, revision, submission and tracking of subagreements, work orders, and consultant agreements. Update the Database of Subagreements with relevant information regarding current and past invoices, contracts and contract modifications. Oversee recruitment and hiring of new staff and interns.
• Assist the Senior Management Team by providing updates, tracking deadlines, and sharing key issues discussed at the meetings with IRH staff. Coordinate the preparation of USAID documentation, including the annual workplan and budget. Assist with special tasks from the SMT as assigned.
• Arrange and coordinate meetings and events; track domestic and international conferences, IRH attendance and exhibits; organize the annual International Staff Meeting. Coordinate international travel and visa requests for IRH staff and consultants.
• Provide administrative and technical support to the Knowledge Management Team. Organize internal staff trainings and provide relevant, useful resources to all staff. Assist with special tasks as assigned.
• Perform a variety of administrative and management tasks including maintaining timesheet and leave request files, development and adherence to the Procedures Manual, maintaining Operations share drive, and updating the Institute’s contact information.
• Interact with USAID counterparts in Washington, DC and in developing countries, as well as with representatives of partner organizations; assist in the preparation of quality presentations, papers, and documents in English and French.
Qualifications
Education
• Bachelor’s degree in related field required.
• Knowledge of international development, with specific knowledge of women’s health/reproductive issues in developing country settings desirable.
Experience
• One to two years’ experience working in an office environment required.
• Experience living and working in developing country settings highly desirable.
• Familiarity with USAID programs and the international donor community
Skills
• High level of proficiency (FSI level 4) in spoken and written French required, Spanish language ability an asset
• Ability to coordinate and handle multiple priorities and input from several people
• Ability to work effectively in team settings and with technical and administrative staff and consultants to maximize smooth program implementation
• Demonstrated oral and written business communications skills
• Self-starter with excellent organizational skills and attention to detail
• Skilled in Microsoft Office applications required
This position will initially be hired through a sub agreement with Development International, Inc., and will transition to Georgetown employment within 2 months. Development International is an equal opportunity employer.
Send resume and cover letter with “Program Assistant for Operations” in the subject line to irhresumes@gmail.com. No phone calls, please.
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