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: Replacement

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 work in close collaboration with the Senior Program Officer, Finance Manager, and representatives from different Jhpiego departments (e.g., Contracts Management Compliance Division [CMCD], Travel, Procurement, Global External Communications Office [GECO]) tocoordinate and support program, financial, contractual, monitoring and administrative functions for country programs in francophone Africa.

Specific duties & responsibilities:

  • Collaborate with Program Officers and field staff to support program planning, implementation and monitoring across all phases of the project period – proposal development, start-up, implementation, monitoring, and closeout
  • Work collaboratively to ensure that resources for program implementation are available to the field in a timely fashion
  • Contribute to overall strategy and implementation of program activities for projects and the larger portfolio within which countries/projects are housed
  • Liaise with GHR and field teams to set-up consultant contracts, including appropriate rates and payment processes
  • Support country offices in the development and management of project procurement plans, including the ordering and shipping of materials to field offices and setting up preferred vendors
  • Schedule routine project management meetings with all relevant staff at HQ and field offices, take notes, and support follow-up of action items
  • Support the development of project reports, work plans, budgets and communication materials and other key deliverables, including support of translation needs
  • Support knowledge management by regularly updating, organizing, archiving project documents and relevant contact information across Jhpiego’s platforms, including MS Teams, OneDrive and Jhpiego’s internal intranet site
  • Route reports, documents, communications materials through GECO’s Workfront system as needed
  • Travel to field offices to support identification and set up of office space, field teams and vendors, etc.
  • Support field offices’ participation at conferences or HQ meetings/retreats by providing logistical support (registration, reserving of hotels and flights, etc.) and assisting with the development of presentations
  • Collaborate with finance staff in the review, processing and reconciling of invoices and payment documentation
  • Collaborate with CMCD to process award agreements, award modifications and payments for sub-awards
  • Coordinate and schedule meetings and teleconferences with project teams and partners, keep records and in collaboration with Program Officer, follow-up on action points
  • Support logistical planning for international travel of country team members, including to the Jhpiego Baltimore Office
  • Support onboarding of new senior program coordinators
  • Additional items as needed

    Minimum qualifications (mandatory):
  • Proficient French language skills
  • 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

    The successful candidate(s) for this position will be subject to a pre-employment background check.

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