Organization: Mercy Corps
Country: United States of America
Closing date: 30 Aug 2015
PROGRAM/DEPARTMENT SUMMARY:
Mercy Corps alleviates poverty, suffering and oppression and works to build secure, productive and just communities in over 40 countries around the world. Our Program Department supports field-led work that delivers measurable impact.
Mercy Corps" Technical Support Unit (TSU) is a key part of the Program Department. TSU subject-matter experts help set agency strategy and provide consultation – from assessment and design through project implementation and results measurement – to field offices worldwide, in some of the world"s toughest places. TSU team members lead research, foster organizational learning, and develop. The TSU is also integral to global business development and revenue.
GENERAL POSITION SUMMARY:
Assistant Program/Administrative Officer is a key member of the Technical Support Unit (TSU). His/her primary role is to support the VP in maintaining excellent communications and management systems that enable the TSU to perform at the highest possible level in terms of workflow, product, and creativity. The Assistant Program/Administrative Officer provides high-level administrative support to the Vice President-Strategic Program Development. S/he also works with the VP to ensure strong internal team cohesion and collaboration while pro-actively building relationships with other departments and field teams.
ESSENTIAL JOB FUNCTIONS:
High-Level Administrative Support
- Maintains the VP"s schedule; plans and schedules meetings, conferences, teleconferences, and travel
- Supports the VP with a wide array of correspondence
- Prepares special reports, meetings and presentations on behalf of the VP
- Conducts research and data analysis
Administrative Support for TSU Team
- Maintains and continuously improves data and information systems for efficient, transparent TSU team management (e.g. travel calendars; strategic plans; support request tracking)
- Maintains and continuously improves systems for tracking and reporting on TSU time, results and budget
- Supports TSU teams with special, high-level projects (e.g. event planning, research publication)
- Uses online platforms and technology to support all the above
Communications and Relationship Building
- Works with the VP to maintain strong, dynamic communication within the TSU
- Undertakes activities that promote collaboration, cohesion, cross-learning and esprit de corps within the TSU and strong relationships with other departments.
- Supports the VP in maintaining strong connections with field teams, agency leaders and other departments
- Uses online platforms and new technology to support all the above
Event Planning
- Undertakes all aspects of event planning and logistics (e.g. hotel, travel, catering, coordination of event staff)
Strategic Consultation
- Builds strong working relationships with people at all levels and all departments of the organization
- Collaborates with the VP in problem-solving administrative or other issues
- Represents TSU technical approaches and strategy when necessary
Accountability
- Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
Organizational Learning
- As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve – we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
SUPERVISORY RESPONSIBILITY: None
ACCOUNTABILITY:
REPORTS DIRECTLY TO: Vice President, Strategic Programs Development
WORKS DIRECTLY WITH: Other members of the TSU, all other departments within HQ and field as required.
KNOWLEDGE AND EXPERIENCE:
- BA/S or equivalent in a relevant field.
- Two plus years providing administrative support to complex teams in a fast paced work environment.
- Outstanding communications skills, both written and verbal, with extensive experience applying those in a work setting.
- Experience with an internationally-oriented organization, with strong preference for some experience working overseas.
- Strong analytical skills; able to work with, synthesize, interpret and meaningfully report of data.
- Proficiency with the MS Office software (Word, Excel, Outlook, PowerPoint) and Google programs. Ability to learn and adopt new technical platforms and software.
- Experience analyzing and summarizing date/information in a clear, compelling way.
- Experience producing polished, professional documents and presentations with compelling graphics.
- Proficiency in a foreign language preferred, particularly French or Arabic.
- Ability to handle sensitive situations and build strong relationships.
SUCCESS FACTORS:
A successful Assistant Program and Admin officer should have the ability to handle a high volume of administrative work quickly, efficiently, accurately, and with enthusiasm. They should be able to prioritize work, track multiple projects, and meet tight deadlines independently. S/he should possess a high standard for quality of products – both content and presentation. Strong candidates will have an ability to build working relationships with people of diverse backgrounds and work styles and be a good networker. Candidates must have Flexibility and creativity in problem-solving. Capable of identifying and independently addressing team needs or areas for self-improvement. Finally they should have an ability to handle confidential information and sensitive situations with tact, as well as an Interest and ability to understand agency and team strategy and culture.
LIVING /ENVIRONMENTAL CONDITIONS:
This position is based in Portland, Oregon. Occasional travel may be required within the US or overseas including to Mercy Corps" countries of operation.
Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Staff are expected to conduct themselves in a professional manner and respect local laws, customs and MC"s policies, procedures, and values at all times and in all in-country venues.
How to apply:
Please follow this link to apply: http://www.aplitrak.com/?adid=bWJhcnRvbG9uaS4zMjc1NS4zODMwQG1lcmN5Y29ycHMuYXBsaXRyYWsuY29t
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