Summary
Provide administrative, logistical, and program support to the Commodity Management (CM) work stream under the TOPS Program, in particular to Food Aid Commodity Management (FACM) Training Workshops to be conducted in the US and overseas. Ensure coordination and efficiency in day-to-day operations and logistics, both internally and externally. S/he will be responsible for all communication and information materials for TOPS Commodity Management initiatives. Areas of responsibility include: establishing and maintaining administrative systems and files; preparing and submitting financial payments and contracts; coordinating with other departments/offices in Washington and Fairfield; arranging travel and meetings; support FACM workshop arrangements and other tasks.
Essential Duties, Responsibilities and Impact
Administrative Support (50%)
Manage contact lists, listserv members and announcements, electronic distribution lists, CM travel calendar, and other tracking sheets.
Maintain inventory of CM tools and resources and disseminate via email and mail as necessary.
Manage consultancies documentation activities (drafting and processing consultancy agreements, processing payments, etc.).
Order office and workshop supplies as necessary.
Provide support in presentation preparation.
Take meeting minutes as needed.
Provide event planning support.
Support staff in booking travel and obtaining visas; communicate any changes in travel procedures to CM staff and consultants.
Draft invitation letters for visitors and/or visa applications related to CM activities.
Arrange lodging and travel for visitors for CM related activities.
Assist and work cooperatively with TOPS staff to carry out other administrative, financial and operations tasks as assigned.
Provide logistical and operational support, both in the US and overseas, to ensure smooth conduct of the CM capacity building training workshops.
Coordinate and liaise with TOPS Project Staff (primarily the Commodity Management Technical Lead).
Identify venues for conducting CM capacity building training workshops in compliance with USG guidelines and Save the Children policies and procedures.
Organize and participate in meetings with and presentations to donors, technical staff, and project offices as required.
Vendor Management (20%)
Identify vendors according to TOPS CM training requirements.
Liaise and negotiate with vendors to meet all administrative and operational needs of CM training activities.
Follow appropriate USG guidelines while dealing with the vendors and obtain best value for money.
Finance Administration (10%)
Assist CM team in preparing and processing staff travel advances and expense reports.
Properly code and submit invoices, travel authorization requests (TARs), travel expense reports (TERs), etc.
Review vendor contracts and invoices and coordinate with Finance to process their payments.
Work with Finance to prepare Purchase Orders as needed.
Knowledge Management, Documentation and Reporting (20%)
Support the Communications Specialist in drafting external and internal communications (newsletters, program briefers, info sheets, etc.).
Administer monitoring and evaluation tools for all CM capacity building training workshops.
Support data collection and dissemination (assist M&E staff).
Assist with researching and collecting food assistance and CM materials and resources, as needed for domestic and overseas FACM Workshops.
Maintain CM event calendar on TOPS website/SaveNet.
Post training reports on TOPS shared drive.
Assist with drafting workshop materials, reports, supporting documents, and annual reports to FFP including tracking, proofreading and formatting these materials.
Oversee all documentation and filing requirements (both hard copy and electronic record keeping) associated with CM technical team activities; keep electronic and hard copy files up to date; maintain the TOPS CM Dropbox.
Review and provide feedback on CM produced tools and resources as required.
Required Background and Experience, Skills and Behaviors
Bachelor’s degree or equivalent required.
2-3 years office/administrative experience required. Experience in non-profit organization preferred.
Experience in event organization desired.
Excellent knowledge of Microsoft Office software including Word, Excel, and PowerPoint.
Proficiency in foreign language like French or Spanish desired.
Strong familiarity with US Government regulations, especially on procurement of goods and services.
Willingness and ability to travel domestically and internationally as required.
Strong organizational skills and attention to detail.
Excellent oral and written English language skills and strong intercultural & interpersonal communication skills.
Demonstrated initiative and ability to work independently while also taking direction from more than one individual.
Ability to work well as a member of a team.
Flexibility, ability to work under pressure and with changing deadlines and priorities.
Demonstrated ability to handle multiple tasks and responsibilities with competing priorities.
Demonstrated ability to research new topics and provide concise reports.
Effective time management, problem-solving and leadership ability.
Save the Children invests in childhood – every day, in times of crisis and for our future. In the United States and around the world, we are dedicated to ensuring every child has the best chance for success. Our pioneering programs give children a healthy start, the opportunity to learn and protection from harm. Our advocacy efforts provide a voice for children who cannot speak for themselves. As the leading expert on children, we inspire and achieve lasting impact for millions of the world’s most vulnerable girls and boys. By transforming children’s lives now, we change the course of their future and ours.
Save the Children is committed to conducting its programs in a manner that is safe for the children it serves and helping protect the children with whom Save the Children is in contact. As a humanitarian agency, Save the Children is obliged to create and maintain an environment that aims to prevent the sexual exploitation and abuse of children and promote the implementation of its child safeguarding policy. All representatives of Save the Children – employees, volunteers, interns, consultants, Board members and others who work with children on Save the Children’s behalf – are expected to conduct themselves in a manner consistent with this commitment and obligation.
Save the Children provides an attractive benefits package including competitive salaries, a matching retirement plan, health and welfare benefits, life insurance, an employee assistance program, generous time off and much more. We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws.
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