Program Administrator

General summary/purpose:

Jhpiego seeks a Program Administrator to provide administrative and program management support across global COVID-19 and critical care response projects, under a global USAID-funded project. The Program Administrator will work in close collaboration with the Program Officer, Finance Manager, MEL Advisor, in-country teams, and representatives from different Jhpiego departments (e.g., Contracts Management Compliance Division [CMCD], Travel, Procurement, Global External Communications Office [GECO]), etc.]) to support country teams to successfully implement projects. The Program Administrator is responsible for ensuring that administrative tasks are completed including: US-based procurement, processing contracts, setting up payments from US, scheduling meetings, taking notes, reviewing/editing reports.This position is subject to award.

Reaching Impact, Saturation, and Epidemic Control (RISE) is a $135 million, 5-year global project funded by the U.S. Agency for International Development (USAID) and the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR). Through RISE, Jhpiego implements HIV prevention research and programmatic efforts; and over the past year, RISE has leveraged these HIV platforms to respond to the COVID-19 crisis in priority countries including Afghanistan, Bangladesh, Ecuador, Ethiopia, Ghana, India, Kenya, Lesotho, and Mozambique.

Specific duties & responsibilities:

• Collaborate with Program Officers and in-country staff to support program planning, implementation, and monitoring across all phases of the project period – proposal development, start-up, implementation, monitoring, and closeout
• Identify and ensure that resources (i.e. templates, job aids, trackers, and other materials) for program implementation are available to in-country teams
• Liaise with GHR, CMCD, and in-country staff to set-up and manage consultant contracts, including the payment process
• Support country teams in project procurement by ordering and shipping materials to country offices and setting up preferred vendors
• Schedule routine meetings with all relevant home and country office staff and other key stakeholders, take notes, and support follow-up of action items
• Support the development of project reports, work plans, presentations, and other key deliverables
• Support knowledge management by regularly archiving, organizing, and updating project documents and files across Jhpiego’s platforms, including MS Teams, OneDrive, CRM, and Jhpiego’s internal intranet site
• Route reports and communications materials through GECO’s ticketing system, JIRA
• Collaborate with CMCD to process award agreements, modifications, and payments through DocuVantage
• Support logistical planning for international travel of country team members, including to the Jhpiego Baltimore Office
• Support onboarding of new Program Administrators
• Set up routine close-out meetings and ensure administrative close-out tasks completed (per workplan), including: coordinate with contracts team to ensure that all home office vendors are paid; support close out of any relevant subawards; archive project documents; and, contribute to disposition plans.

Minimum qualifications (mandatory):

• Bachelor’s Degree required in relevant field.
• 2+ years of high-level project/administrative experience in international development or health required.
• Strong communication skills and ability to adapt to different communication styles
• Understanding of global health and development approaches
• Aware of and sensitive to working in low resource settings with diverse groups
• Knowledge of administrative processes
• Ability to work in a fast-paced environment, with urgent deadlines, and competing tasks
• Strong organizational skills
• Strong decision-making skills and results-oriented approach
• Team player
• Problem solving skills
• Potential ability to travel, if appropriate and relevant
• Fluent in written and spoken English
• Spanish and/or Portuguese language skills preferred