Organization: Management Sciences for Health
Country: United States of America
Closing date: 30 Jul 2015
The Project Associate provides overall project support and ensures the smooth operation of technical efforts and field activities by working with the Finance Director to coordinate project activities. This position works in support of core-funded activities managed by different GMS staff, and is responsible for the day-to-day coordination of designated project activities. S/he works with other staff to manage financial and administrative assistance and to keep staff informed of the status of financial and administrative activities.
Specific Responsibilities
General Program Support: 25%
- Provide overall logistical and administrative support for the Operations Support Unit of the GMS.
- Provide filing and archiving assistance to all Unit staff.
- Fill in or provide additional support to the three subteams according to workload requirements.
- Assist the Operations Support Unit with general administrative tasks such as drafting memos, entering data, maintaining financial and administrative files and tracking systems, and handling the general flow of other internal Project financial and administrative information.
- Arrange travel for the Unit and handle other logistical arrangements and appointments.
- Take notes during Unit meetings.
Finance Team Support: 65%
- Review, process and track GMS office expenses and purchase request forms.
- Assist in reviewing and processing GMS Travel Expense Forms and other payables for completeness, to ensure mathematical accuracy, correct computation of any exchange rates used, correct use of per diem rates and calculations, and verify that expenses are assigned proper account coding by category and subtotaled by page.
- Identify Travel Expense Forms with problems for review by the Program Officer.
- Work with GMS Contract Officer to assure that all pre-signature documentation and checks are in place.
- Assist in the clearance verification process for vendors and participants of workshops and conferences.
- Enters contractual and financial information of subawards and modifications into the Navigation Accounting System.
- Provide assistance to the GMS Contract Officer in drafting documents and maintaining electronic and paper records.
- Update administrative records requested by headquarters from subcontractors such as FFATA forms, certifications and, clearance verification policies.
- Interact with Project staff on a regular basis regarding the status of payables, travel vouchers, advances, and other pending requests.
- Collect information from MSH financial systems and becomes proficient in downloading project expenditure data from the Navigator Accounting System.
- Assist with the formatting, preparation, and internal distribution of Project reports and with data entry.
- With the direction of the Finance subteam, assist in processing Program monthly partner and consultant expense reports and downloads files into the MSH Navigator Accounting System. Assist in assuring the accuracy and completeness of the downloading process, as required.
- Be aware of, and adhere to, MSH’s Procurement Integrity standards and USG regulations in all activities.
- Handle other administrative duties as assigned.
- Participate in GMS and Operations Support Team planning and evaluation activities.
- Collaborate with other GMS project associates on broad logistical support activities.
Other Administrative Duties: 10%
- Establish and maintain effective working relationships at all levels of the company to facilitate Project operations.
- Foster and reinforce a customer-centered service orientation for the Administration Unit.
Qualifications
- Bachelor’s Degree required.
- A minimum of one year of related experience with preference shown to candidates with a demonstrated interest in international development.
Knowledge and Skills:
- Very 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- less than10 lbs., travel requirements – less than 5%.
Notes
Please upload your cover letter and resume as one Word Document when attaching your resume to your online application.
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
Director, Finance
How to apply:
Visit the MSH Website to APPLY!
https://jobs-msh.icims.com/jobs/8169/project-associate%2c-finance/job
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