Program Administrator

General summary/purpose:

The Program Administrator will work in close collaboration with the Program Officers, Finance Managers, and representatives from different Jhpiego departments – Global Human Resources [GHR], Contracts Management Compliance Division [CMCD], Travel, Procurement, Global External Communications Office [GECO], etc. – to coordinate and support program, financial, contractual, monitoring and administrative functions for country programs in Nigeria.

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
• 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 JIRA 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 Officers, 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

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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 USG contracts and global cooperative agreements
• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
• High proficiency in writing and editing letters, reports and documents
• Very strong organizational skills
• 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
• Availability to travel independently in new environments (at 30%)
• Proficiency in MS Office