Program Administrator

Location
Maryland, United States
Salary
$43,101 - $55,000
Posted
31 Oct 2018
End of advertisement period
31 Dec 2018
Ref
12513
Contract Type
Permanent
Hours
Full Time

Role/Level/Range: ATP-3-PB
Starting Salary Range:  $43,101 - $55,000
Employee group:  Full time
Employee subgroup (FLSA Status):  Exempt
Schedule (hours/days): 8:30 am to 5:00 pm
Personnel area (School):  Academic and Business Centers
Position Type:  Direct Replacement
Org unit name and #:  Jhpiego
Department name:  Global Programs
Reports to (Job title): Sr. Program Officer

General summary/purpose:

Program Administrator will work in close collaboration with the Program Officer, Finance Manager, and representatives from different Jhpiego departments (e.g., Contracts Management Compliance Division [CMCD], Travel, Procurement, Global External Communications Office [GECO]) to support country teams to successfully implement projects.  The Senior Program Coordinator is responsible for ensuring that administrative tasks are completed. The exact support needed will vary by country, but will likely include: US-based procurement, processing contracts, setting up payments from US, setting up meetings, taking notes, reviewing/editing reports, minor translation needs for certain countries, etc.

Responsibilities:

  • Support activities in start-up workplan, which could include:
    • Set up routine meetings to review status of startup plan
    • Process consultant contracts liaise with GHR to assist with setting appropriate rates for consultants
    • Manage procurement plan
    • Procure HQ items
    • Procure country items
    • Set up preferred vendors
    • Travel to country to find and set up office space, set up and pay vendors, etc.
  • Schedule routine country meetings (including HQ Ops meetings) with all relevant people, take notes including follow-up action items and person responsible 
  • Maintain Team Site (notes, project file and documents) and ensure all project documents are uploaded on internal intranet site
  • Support translations needs
  • Light editing of project reports and routing reports, documents, communications materials through GECO’s Workfront system as needed
  • Support internal presentations in Baltimore for countries supported
  • Hire/pay US based vendors consultants
  • Manage procurement plan with in-country team
  • Procurement of items from US via internal Jhpiego procurement system
  • Travel support for country team to HQ or conferences
  • Registration country team at conferences
  • Process awards/mods/ and payments for sub-awards
  • Process requests through GECO
  • Set up routine close-out meetings
  • Ensure Admin close out tasks completed (per workplan); e.g.,
  • Work with CMCD to make sure all HQ vendors paid
  • Sub-awardees closed out
  • Project Documents stored according to policy
  • Disposition plans
  • Support onboarding new SPCs
  • Participation in meetings
  • Country meetings minutes
  • Update GPO documents for country (country office address, etc.)
  • Additional items as needed

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
  • Availability to travel up to 30% time to low resources setting
  • Proficiency in Office 365 - Word, Excel, PowerPoint, SharePoint, MS Team Sites
  • Fluent French, Portuguese, or Spanish language skills preferred
  • Experience living, working or studying overseas preferred