Sr. Program Coordinator

Jhpiego - John Hopkins University
  • Location
    Baltimore, Maryland
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Jul 27

Position description

Sr. Program Coordinator will work in close collaboration with the Senior Program Officer, Finance Manager, and representatives from different Jhpiego departments (e.g., Contracts Management Compliance Division [CMCD], Travel, Procurement, Global External Communications Office [GECO]) to support country team to successfully implement projects. This includes ensuring that administrative tasks are completed. The exact support needed will vary by project, but will likely include: US-based procurement, processing contracts, setting up payments from US, setting up meetings, taking notes, reviewing/editing reports, etc.

Responsibilities

  • Support activities in program start-up and close-out, which could include:
    • Set up routine meetings to review status of startup plan;
    • Process consultant contracts liaise with Global Human Resources to assist with setting appropriate rates for consultants;
    • Manage procurement plan;
    • Procure HQ items;
    • Procure country items;
    • Set up preferred vendors;
    • Travel to country to find and set up office space, set up and pay vendors, etc.;
    • Set up routine close-out meetings;
    • Ensure Admin close out tasks completed (per workplan); e.g.;
    • Sub-awardees closed out.
  • Schedule routine country meetings (including HQ Ops meetings) with all relevant people, take notes including follow-up action items and person responsible;
  • Maintain Team Site (notes, project file and documents) and ensure all project documents are uploaded on internal intranet site;
  • Light editing of project reports and routing reports, documents, communications materials through GECO’s Workfront system as needed;
  • Support internal presentations in Baltimore for countries supported;
  • Hire/pay US based vendors consultants;
  • Manage procurement plan with in-country team;
  • Procurement of items from US via internal Jhpiego procurement system;
  • Travel support for country team to HQ or conferences;
  • Registration country team at conferences;
  • Process awards/mods/ and payments for sub-awards;
  • Process requests through GECO;
  • Work with CMCD to make sure all HQ vendors paid;
  • Project Documents stored according to policy;
  • Disposition plans completed;
  • Support onboarding new SPCs;
  • Participation in meetings;
  • Country meetings minutes;
  • Update GPO documents for country (country office address, etc.);
  • Additional items as needed.

Required Qualifications

  • BA or equivalent with 2+ years’ program and administrative experience in international environment;
  • Understanding of global health and development approaches;
  • Knowledge of administrative processes and approaches and financial reporting and reconciliation;
  • Knowledge of contracts and global program operations;
  • Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform;
  • Proficiency in writing and editing letters, reports and documents;
  • Ability to interact skillfully and diplomatically with numerous counterparts, both domestically and internationally;
  • Strong decision-making skills and results-oriented approach;
  • Aware of and sensitive to working in multiple socio-economic settings and with multi-cultural groups in a developing country environment;
  • Comfortable with a team approach to programming and the ability to manage several major activities simultaneously;
  • Availability to travel independently in new environments;
  • Proficiency in Office 365;
  • Expreience living, working or studying overseas preferred.

Application instructions

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