Program Administrator

Classified title: Program Administrator

Role/Level/Range: ATP-3-PB

Starting Salary Range: Commensurate with experience

Employee group: Full time

Employee subgroup (FLSA Status): Exempt

Position Type: New

Schedule (hours/days): 8:30 am to 5:00 pm

Personnel area (School): Academic and Business Centers

Org unit name and #: Global Programs - 60000109

Department name: Jhpiego

Reports to (Job title): Reports To (Job Title) Sr. Program Officer

General summary/purpose:

Program Administrator will support MOMENTUM Country and Global Leadership, providing administrative, backstopping, and programmatic support to the Monitoring, Evaluation and Learning (MEL), Knowledge Management (KM), and Strategic External Communications teams. The position will work in close collaboration with the MEL Director, KM Advisor and Communications Team Lead to support successful implementation of the MOMENTUM Country and Global Leadership project. Tasks may include supporting activity tracking, procurement, processing contracts, setting up payments, organizing travel, setting up meetings, taking notes, reviewing/editing reports, developing communications materials, etc.

MOMENTUM Country and Global Leadership is a five-year global project funded by the U.S. Agency for International Development (USAID) that works in tandem with country governments and local nongovernmental organizations to provide targeted technical and capacity development assistance, and contribute to the global technical leadership and policy dialogue on improving measurable outcomes for maternal, reproductive, newborn and child health, and voluntary family planning.

Specific duties & responsibilities:

Administrative Backstopping

  • Support MEL Director, KM Advisor, and Communications Lead to facilitate meetings, trainings, and other events (including scheduling, planning, note taking, preparing presentations, and follow up on key action items)
  • Coordinate MEL-related activities at the core and country levels, including tracking ongoing progress, assisting in work-planning, and coordinating inputs from various team members for reporting purposes
  • Assist with tracking and reporting of external-facing strategic communications events, presentations, products, success stories, journal articles, etc.
  • Track, manage and periodically report on budgets
  • Process invoices and reconcile expense reports
  • Collaborate with finance and contracts staff to prepare/draft/revise partner agreement modifications
  • Draft and/or coordinate inputs for reports, workplans, activity charts, budgets, and correspondence
  • Coordinate program activities including ordering and shipping materials, processing invoices and collaborating with finance staff, arranging travel, etc.
  • Ensure field staff receives critical information and knowledge

    Programmatic Support
  • In collaboration with MEL Director and KM Advisor, ensure necessary program planning, development, and management activities function smoothly and efficiently
  • Support cross-MOMENTUM MEL, KM and Communications activities, including contributing to elements of the strategic plan, managing the project intranet, and ensuring deliverables are maintained on both the project intranet and the external website
  • Support Communications Team Lead in planning and execution of external-facing events and webinars (to include contributing to event collateral, scheduling, planning, note taking, follow up with participants, formatting presentations, event promotion, etc.)
  • Support content development for various external-facing communications materials including drafting invites, talking points, press releases, etc.
  • Assist with formatting documents to comply with MOMENTUM branding requirements, as necessary
  • Developing and drafting content, such as summaries or syntheses of technical materials, drafting blog posts highlighting key issues, or developing learning materials
  • Assist with digital media content as relevant, to include content development, analytics, etc.
  • Minimum qualifications (mandatory):

  • BA or equivalent with 2+ years’ program and administrative experience in international environment
  • Understanding of global health and development approaches
  • Knowledge of administrative processes and approaches and financial reporting and reconciliation
  • Knowledge of contracts and global program operations
  • Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
  • Proficiency in writing and editing letters, reports and documents
  • Ability to interact skillfully and diplomatically with numerous counterparts, both domestically and internationally
  • Strong decision-making skills and results-oriented approach
  • Aware of and sensitive to working in multiple socio-economic settings and with multi-cultural groups in a developing country environment
  • Comfortable with a team approach to programming and the ability to manage several major activities simultaneously
  • Proficiency in MS Office Experience living, working or studying overseas preferred
  • Jhpiego


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