Organization: Management Sciences for Health
Country: United States of America
Closing date: 12 Jun 2015
Serve as administrative backstop to Portfolio Managers and/or Project Directors as assigned. Provide daily administrative and logistical support. Coordinate meetings, brown bags and workshop logistics, including scheduling, facilities set-up, catering, and equipment needs, and minutes recording. Provide administrative support for CPM initiatives on project’s streamlining of systems standards, and on internal surveys or assessment needs.
- Coordinate the effort to keep info on projects within the center current on the MSH intranet and external website.
- Help to disseminate periodic information about project activities in internal (Intranet) and external forums as appropriate.
- Conduct or support any special projects, reports, and other duties as assigned.
Specific Responsibilities
Project Management
Operations:
- Review and process advances, invoices and payables (including ensuring correct budget codes are used) as necessary, ensuring timely submission to MSH Accounting in accordance with MSH procedures.
- Coordinate logistics for workshop activities for specific countries/subprojects in compliance with Donor’s and MSH regulations. Coordinate arrangements for participants from specific countries/subprojects to attend training courses, which includes corresponding with Donor, carrying out administrative procedures in compliance with Donor’s regulations and CPM procedures, and making financial and logistical arrangements. Support and contribute to the preparation of workshop agenda and any necessary technical materials. Coordinate follow-up correspondence with participants after completion of workshop as required.
- Coordinate with the Procurement unit to clarify project procurement request needs and provide administrative support for procurement execution as necessary.
- Act as liaison between project team, contracts and HQ procurement teams to help ensure all contractual and procurement mechanisms are in place for specific countries and/or agreements.
- Prepare Consultant Letters of Agreement and modifications as needed. Monitor consultant periods of performance and facilitate payments.
- In conjunction with the appropriate project directors and their supervisors, ensure open, ongoing communication flow between the project, field offices, Country Support Teams and MSH at large.
- Coordinate or directly handle the preparation of project reports (e.g., technical documents, trip reports, progress reports) in collaboration with the technical writer and communications staff. This may include formatting, production, distribution of reports and meeting minutes, and in coordination with the CPM Communications Unit and the CPM Information and Dissemination Associate (Library), assemble, file, and distribute reports as needed.
- Contribute to the collection of project-specific information and the documentation of progress towards results within the context of the respective project’s results framework.
- Maintain all project(s)-specific program files (technical and administrative) according to established filing system and in accordance with OMB standards.1)
- Orient consultants and new staff in assigned project portfolios on MSH/CPM procedures, resources and key staff.
- As needed, keep abreast of any MSH organizational changes and, implement required changes in administrative systems to ensure compliance with standardization of CPM and/or MSH administrative procedures.
Travel:
- Aid project directors in tracking progress against their STTA plans in the approved work plans.
- Arrange for STTA briefing and debriefing with staff, donors and other stakeholders.
- Ensure timely submission of travel notifications (including editing of Scopes of Work as necessary), expenses and reports, obtaining required donor and project approvals.
- Liaise with the Travel unit to prepare all necessary information for travel and hotel arrangements.
- International travel up to 15% is possible.
Qualifications
- Bachelor’s degree and/or equivalent relevant experience.
- 1-3 years of relevant experience.
Knowledge and Skills
- Strong administrative, organizational, and written and oral communication skills.
- Ability to work independently and take initiative.
- Ability to learn complex procedures.
- International work experience is a plus.
- Demonstrated intermediate to advanced computer skills in Microsoft Office Suite applications including Word, Excel, PowerPoint, and Outlook, with the ability to learn new software packages.
- Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
- Excellent interpersonal skills; demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.
- Demonstrated ability to work as an effective team member in a complex and fast paced environment.
- Demonstrated excellence in effective writing and verbal communication. (**English and Spanish required; language competency in French is a plus**).
Competencies
- Demonstrated programmatic, management, and interpersonal skills to effectively collaborate with other professionals and key stakeholders engaged in health care and international development work.
Physical Demands
- Keyboard use, pulling drawers, lifting papers <10 lbs.
- Travel requirements.
EEO Statement
Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status.
Reports To
Senior Project Associate
How to apply:
Please Visit the MSH Website to APPLY!
https://jobs-msh.icims.com/jobs/8246/project-associate/job
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