| Description |
IMPORTANT: This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders. Other applicants need not apply.
The Program Coordinator position will provide administrative, logistical and operational support to all staff of the Global Inititatives Division. This position will be responsible for processing in-house procurement, travel arrangements, assisting with processing of expense reports and with the coordination of special events meetings and workshops. The Program Coordinator will prepare and route for proper approval all adminstrative transactions such as vendor payments, contracts and grant payments, HR forms, financial adjustments and revenue forms. The Program Coordinator will work closely with the Director of Finance and Operations to support technical staff with the processing of external and internal grants and contracts. In addition, this position will also provide support with monthly budget data entries and accounting adjustments and to the Division staff on initiative-specific activities as requested.
RESPONSIBILITIES:
- All in-house logistics, coordination of internal and external meetings, workshops and special events
- Processing of general administrative paper work for appropriate routing and signature including HR forms, payment requests, grants and contracts.
- Will support the Division with mail delivery; assist with purchasing equipment and supplies; coordination of travel arrangements and preparation of monthly expense reports.
- As requested, provides logistical support to the Division staff on initiative-specific activities, meetings and other deliverables including support for brown bags, GI communication materials, and other opportunities as they arise.
- Will work with IT support to assist with the resolution of IT related issues.
- Support to the Director of Finance and Operations with the processing of contracts and internal and external grant agreements including coordination with appropriate technical staff to prepare agreements for internal and legal review, routing for signatures, tracking deadlines and deliverables, processing payments and updating the Grants and Contracts database (GEM).
- Creation and maintenance of an auditable financial and contracts filing system for both electronic and paper documents including timesheets, payments, grants, contracts, expense reports, accounting adjustments, etc
- Support to the Director of Finance and Operations with monthly budget data entries and processing of accounting adjustments.
QUALIFICATIONS:
Required:
- 2-4 years of work experience with adminstrative and operational support
- Must be able to work independently with little supervision
- Resourcefulness and ability to work proactively
- Exceedingly well organized and detailed oriented
- High level of written and oral English communication skills and ability to interact at all levels.
- High level of professionalism and resourcefulness.
- Fully proficient in MS Office, including Word, Excel, Power Point and Outlook
- Ability to work in a fast turn-around environment and able to meet deadlines, even in the face of obstacles.
Preferred:
- Bachelor’s degree
- Some experience with financial software applications desired
- Experience with non-profit grants and contracts management a plus
- Fluency in Spanish, French and/or Portuguese highly desired
- Demonstrated interest in the environment
- Experience working with International Organizations
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