GENERAL FUNCTION
The Program Associate provides general administrative, accounting, and clerical support to the Internews Global Initiatives (GI) department,and the Program Effectiveness Unit. The Program Associate will provide personal support to the Senior VP and the Global Initiatives department.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Organizes administrative tasks in accordance with project timelines.
- Coordinates travel logistics, including visa requirements, travel, and accommodations for staff and visitors.
- Keeps calendar for supervisors SVP and GI. Schedules and assists with logistics for meetings and events.
- Coordinates with HR , Grants and Contracts departments, and Internews EU colleagues to process contracts and agreements.
- Liaises with contractors and vendors to prepare and submit payment documents on time.
- Produces expense reports and submits vouchers.
- Prepares wire transfer requests, check requests, and/or other payment documents.
- Reconciles monthly credit card statements.
- Tracks contractor and vendor payments; reviews monthly Job Status Reports for accuracy.
- Maintains files and records for the SVP and GI.
- Assists in the preparation of presentations/proposals/reports/budgets; line-edit, revise and assemble finished materials.
- Compiles monthly project updates for GI and D&L more broadly.
- Provides support in coordinating project proposals as needed.
- Prepares correspondence and reports from external meetings and events as requested.
- Attends internal meetings on behalf of the D&L/GI and assists with note taking.
- Fields requests for information from other departments within the organization.
- Occasionally attend and document external meetings and events.
- Fulfill other tasks as assigned by the Senior VP and Senior Director.
- Understanding of and demonstrated commitment to upholding Internews’ Core Values.
QUALIFICATIONS
- Relevant university degree required.
- 2 years financial and administrative experience, including timelines, deadlines, budget analysis and preparation.
- Excellent organizational skills and attention to detail
- Previous work experience on development programs a significant asset.
- Grant proposal/report-writing experience.
- Strong interpersonal skills including diplomacy, tact, and the ability to negotiate.
- Excellent English communication skills: speaking, writing, and listening.
- Ability to communicate effectively cross-culturally and across mediums – skype, instant messaging, email, teleconference etc.
- Proven ability to set priorities and manage multiple assignments.
- Strong sense of time management and proven ability to meet tight deadlines.
- Ability to adapt to changing project and department needs and priorities.
- Proven analytical and problem-solving ability.
- Proven ability to work both independently and as an effective team member.
- Proficient in Windows Office Suite, in particular Excel.
- Ability to “manage-up” to meet deadlines.
- Experience with ICT4D and technology helpful.
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