The Project Associate for TB Projects is responsible for ensuring the smooth operation of technical efforts, programs, and activities by coordinating programmatic information and providing logistical support for activities within the Challenge TB (CTB) and other TB projects. The Project Associate works closely with members of the Operations Office to ensure close coordination on country-level activities. She or he is responsible for working with other staff to coordinate technical assistance and to keep staff informed of the status of specific CTB and other TB project activities. S/he works closely with the CHS/TB GTL and Project Specialist to ensure that CTB and other TB projects and activities receive the assistance required as outlined below.
General Program Support (50%)
- Provide administrative coordination support to the CTB and other TB projects.
- Develop and maintain internal project pending lists and meeting agendas.
- Schedule, attend and document regular project team meetings.
- Coordinate meeting and workshop logistics including scheduling, facilities set-up, food procurement, hotel and flight reservations, and equipment needs.
- Prepare Purchase Orders for project items to be procured in the US (plane tickets, equipment).
- Assist in coordinating Quarterly Reviews and Technical Portfolio Reviews for CTB and other TB projects including input to and finalization and filing of PowerPoint presentations and reports and providing back-up telephone assistance as necessary.
- Other tasks as necessary.
Finance and Contracts (20%)
- Track expenditures, deliverables and level of effort as needed.
- Assist in the development and maintenance of project coding.
- Review and preliminarily process invoices from consultants, subcontracts, and purchase orders for a timely submission to MSH Accounting in accordance with Program requirements and MSH procedures.
- In collaboration with Project Specialist, provide advance notice to Contracts staff regarding upcoming sub-contracts, consultants, etc. as needed.
- Work with country teams to develop annual budgets and work plans and ensure proper formatting for submission.
- Aware of, and adheres to, MSH’s Procurement Integrity standards in all activities.
Information Management (20%)
- In collaboration with the assigned project managers, ensure open, ongoing communication flow between MSH Headquarters, project offices, consultants, and/or partner organizations.
- Maintain responsibility for file management, dissemination of programmatic and team information and contribute to MSH knowledge, programs, tools and approaches.
- Coordinate communications material management, printing, and assembly.
- Update MSH’s intranet and other key locations with key project documents.
Travel Support (10%)
- Coordinate international/domestic travel and hotel arrangements related to TB project activities and ensure that all travel arrangements are in compliance with USAID regulations and MSH procedures.
- Process visa requests as necessary.
- Provide travelers with Memorandum of Engagement or Consultant Agreement (containing all travel details) prior to departure. Collect and review Travel Expense Forms (TEF).
- Provide general support to project team members when traveling.
- Collect trip reports for editing, formatting, review and final approval by TB GTL/Project Director.
- Bachelor’s Degree.
- A minimum of one year of related experience with preference shown to candidates with a demonstrated interest in international development.
Knowledge and Skills
- Strong spreadsheet skills and proficiency in database and word processing applications (Microsoft Office applications preferred). Good internet skills.
- International work experience is a plus.
- Experience working with USG systems a plus.
- Experience in an administrative capacity in an office setting, experience on international development projects desired.
- Excellent coordination and administrative skills.
- Strong business writing skills (e.g. preparing meeting minutes, instructions and office correspondence), copy editing, and formatting skills.
- Demonstrated computer skills in Microsoft Office.
- Fluency in English required. Fluency in French or Spanish strongly preferred. Fluency is a third Global Fund language (Russian, Chinese, Arabic, Portuguese) a plus.
Competencies
- Demonstrated ability to collaborate effectively with professional colleagues.
- Demonstrated competence to assess priorities and solve problems using innovative, evidence based options.
- Demonstrated ability to take initiative and to work proactively and independently.
- Excellent interpersonal skills and demonstrated sound judgment in handling confidential and sensitive matters with discretion.
Physical Demands
- Keyboard use, pulling drawers, lifting papers <10 lbs.
PI89939980
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