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Finance & Administrative Assistant, Innovations for Maternal, Newborn & Child Health (MNCH)

6:56:00 PM
Concern Worldwide is a non-governmental international humanitarian organization dedicated to the reduction of suffering and working toward the ultimate elimination of extreme poverty in the world’s poorest countries. Concern’s Innovationsfor Maternal, Newborn & Child Health*is an initiative that field tests new ways to overcome barriers to and improve access and delivery of health services for women and children in India, Kenya, Malawi, Ghana and Sierra Leone. Concern Worldwide US, which manages this project, is seeking a Finance & Administrative Assistant to support all administrative aspects of Innovations’ operations. If you are a strong administrator who is comfortable supporting multiple field projects from our New York headquarters, this position offers a unique opportunity to join a dynamic team working to test the impact of new ideas in MNCH across several countries. As a member of theInnovationsTeam, the Finance & Administrative Assistant will have the opportunity to work with a broad range of partners who are working to apply key elements of the social innovation process to the public health context and gain experience working on a multi-year high-level grant and across all functions of the Innovations*initiative.
JOB PURPOSE
Working with the Innovations team, the purpose of the role is to provide accurate and timely administrative, financial, and operational support to the Innovationsinitiative and all team members. This is a varied role involving administrative support to the Innovations Global Team and Project Managers and serving as an external point of contact for the public and an internal contact point for Innovations with other departments within Concern US and Concern Worldwide internationally.
The Finance & Administrative Assistant will report to the Associate Director of Finance & Operations and will work closely with all Innovations’ staff in HQ and the field, and internal and external stakeholders, including:
  • Concern US and Concern Worldwide Staff – Administrative, IT, HR, Finance, Communications, etc.
  • Relevant Concern country teams
  • External advisors and consultants, including the InnovationsGlobal Research Partner (JSI)
  • Innovations Donor
This position is based in New York. More information on the Innovations initiative can be found on our website (www.innovationsformnch.org).
RESPONSIBILITIES
  1. General Administrative & Financial Support
  2. Provide administrative support to the VP of Social Innovation (Director of the Innovations initiative), Associate Directors and Central Management Team
  3. Handle all general queries
  4. Assist with the collation and writing of reports
  5. Backstop all Innovations IT issues, working closely with the Concern US IT Coordinator
  6. Process and accurately file payments, including staff expenses
  7. Accurately update and maintain the Innovations procurement tracker
  8. Prepare the monthly Innovations credit card report
  9. Accurately update and maintain the Innovations Asset Register
  10. Assist with the development and review of contractual documents when needed
  11. Take minutes at weekly/monthly team meetings and any other meetings as necessary, and ensure timely distribution of minutes and action items
  12. Liaise with Innovations field-based Administrative staff & Global Research Partner as necessary
  13. Calendar and Event Management
  14. Manage the Innovations shared calendar - schedule internal and external meetings
  15. Assist with meeting arrangements and other Innovations groups/fora
  16. Prepare briefing materials and meeting packs for the Innovations team
  17. Co-ordinate receptions, meetings, seminars and other events as required
  18. Book accommodation for visitors and organize flights and meals etc.
  19. Staff Travel
  20. Book all international and domestic travel (flights, accommodation, transport, etc.) for Innovations team and for consultants as required
  21. Arrange visas as necessary for staff and consultants
  22. Register staff for conferences/events and coordinate logistics as necessary
  23. Knowledge Management
  24. Manage the Innovations file system, Dropbox, and ensure it is working as an effective tool for theInnovations global team, including the HQ team, field-based Project Managers and consultants from theInnovations Global Research Partner. When necessary, lead on the re-organization of Dropbox to ensure efficiency and that the tool is utilized to its fullest potential
  25. Ensure staff compliance with Dropbox guidelines, monitor overall Dropbox tidiness, back-stop all Dropbox support issues and act as the “owner” of all Dropbox folders
  26. Ensure all Innovations hard copy files are kept up to date
  27. Assist Senior Finance & Accounting Officer in maintaining project management tool, Clarizen
  28. HR Support
  29. Manage the hr.innovations@concern.net email account
  30. Post Innovations job descriptions as needed, liaising with recruitment agencies if necessary
  31. Support resume screening by conducting initial review of resumes received
  32. Coordinate and schedule interviews and liaise with interview candidates
  33. Arrange inductions/IT set-up for newly recruited Innovations staff
  34. Help facilitate staff employment visa applications as needed
  35. Assist in supervising Innovationsinterns and maintain their work schedules
  36. General HR support as needed
  37. Any other duties as required by the Innovations team, including to the Innovations Communications, Programs and Research units as needed.
REQUIREMENTS
  • Bachelor’s degree required
  • Minimum three years administrative experience in a fast paced work environment
  • Excellent organizational and planning skills, analytical and detail oriented, and ability to prioritize a diverse and heavy workload and meet tight deadlines
  • Strong interpersonal and communications (written and oral English) skills
  • Demonstrated experience with procurement systems and procedures
  • Excellent word processing skills and a high-level of competence in Microsoft Office applications (Excel, word, presentation software, etc.)
  • Ability to manage multiple projects and deadlines while demonstrating grace under pressure
  • Ability to work independently as well as within a team
  • Empathy with Concern’s ethos, values, strategy and longer term objectives
  • Culturally sensitive and able to work with people from various backgrounds and with varying skill levels
  • Flexible, patient, and possessing a sense of humor
DESIRABLE
  • Experience compiling donor reports
  • Experience with recruitment activities
  • Experience working with international NGOs in the development sector
This position is grant-funded and is expected to end by mid-2016.
How to apply:
Email cover letter and resume to hr.innovations@concern.net, with Innovations Finance & Administrative Assistantin the subject line. The deadline for applications is 25 April 2014. No phone calls please.
Concern Worldwide US is an equal opportunity employer.

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