Project Assistant, MMDP Project

Helen Keller International
  • Location
    Washington, D.C.
  • Sector
    Non Profit
  • Experience
    Early Career
  • Apply by
    Sep-04-2017
  • Posted
    Aug 04

Position description

Established in 1915 with Helen Keller as a founding trustee, Helen Keller International (HKI) is dedicated to saving the sight and lives of the world’s most vulnerable and disadvantaged.  Headquartered in New York City, HKI currently conducts programs in 20 countries in Africa and Asia, as well as in the United States.  Renowned for its reliability, efficiency and high level of technical expertise, HKI promotes the development of sustainable, large-scale programs that deliver effective preventative and curative services for nutrition, eye health and neglected tropical diseases.  The hallmark of the organization’s work is its proven success in developing, testing and scaling-up health interventions, and integrating them within government and community structures to support and build local capacity and sustainable solutions.

 

Background

HKI leads the implementation of the Morbidity Management and Disability Prevention for Blinding Trachoma and Lymphatic Filariasis (MMPD) Project, under a five year, $35 million Cooperative Agreement with USAID.  This project provides USAID, the Bureau for Global Health (GH), and national NTD programs with assistance to strengthen MMDP components within national NTD plans and achieve elimination goals for trachoma and lymphatic filariasis; and assists countries in planning, implementing, and monitoring the scale‐up of high‐quality treatment and care services for affected individuals.

 

HKI is seeking a Project Assistant to support the MMDP Project team on administrative tasks related to logistics, operations, finance, and programming.

 

Scope of the Position

Reporting to the Project Director, the Project Assistant will provide day-to-day support to the project team based in Dakar, New York City, and Washington D.C. on all administrative tasks related to project implementation.  Main areas of support include scheduling and taking minutes of meetings, initiating and supporting the project procurement process of goods and services, initiating and processing invoices and other financial paperwork, formatting and finalizing documents for various audiences, and providing general administrative support to the project team.  This position is located in Washington, D.C., and may include domestic and international travel. 

 

 

 

Primary Responsibilities

  • Schedule weekly team meetings, bi-weekly USAID meetings, and other project meetings; lead the note-taking process for all meetings and manage the project calendar.
  • Coordinate logistical support for meetings and workshops including;
    • making travel arrangements and booking hotel accommodation for staff and consultants;
    • pricing and ordering catering;
    • preparing meeting materials and setting up meeting rooms; and
    • placing orders for supplies and equipment for the project.
  • Support the project staff to procure goods and services, including initiating procurement paperwork, drafting requests for proposals and scopes of work, liaising with vendors, arranging shipping, tracking goods receipt notices, and documenting the full procurement process.
  • Initiate and process administrative and financial paperwork, including, but not limited to, invoices, expense reports for vendors and consultants.
  • Maintain vendor and consultant contracts, when needed initiate contractual modifications, update terms and conditions under the guidance of the Senior Program Finance Manager.
  • Liaise with the Senior Program Finance Manager on monthly credit card and travel reconciliations.
  • Support the team in preparing documents for submission to the donor and other audiences, including formatting, branding, drafting budget narrative notes, creating tables and graphs, and other administration support.
  • Prepare PowerPoint slides and documents for use at meetings and workshops.
  • Administrative tasks and other duties, as assigned.

Qualifications

  • Minimum 2 years administrative experience plus a Bachelor’s degree, or equivalent combination of education and experience.
  • Ability to prioritize multiple responsibilities and meet deadlines, and work with team members to meet deadlines and goals.
  • Strong written and oral communication skills.
  • Excellent computer literacy in Word, Excel, and Outlook; eager to learn new platforms.
  • Proven administrative skills including ability to perform duties that require close attention to detail and synthesize large amounts of information. 
  • Demonstrated ability to think through problems systematically, and integrate information from multiple sources.
  • Ability to undertake domestic and international travel.
  • Ability to prioritize workload, assume responsibility for work, and follow through to completion.
  • Ability and willingness to work under pressure with a positive attitude, as a part of a global team.
  • Prior administrative experience supporting a global health program is a plus.
  • Proficiency in French is a plus.

Application instructions

Qualified candidates should submit a cover letter and resume to HKI.Recruitment@hki.org noting the job title in the subject line.

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