Programs Operations Associate

Momentum Wheels for Humanity
  • Location
    Remote, California
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    May 12

Position description

About Momentum Wheels for Humanity:

Since 1996, Momentum Wheels for Humanity has increased access to mobility and improved quality of life for children, teens, and adults with physical disabilities in more than 50 low- and middle-income countries. We build and strengthen rehabilitation services within health systems through training and capacity building, policy and standards development, and supply and distribution of wheelchairs and other life-changing equipment. 

Position Summary:

MWH seeks a Programs Operations Associate to support the Programs team on operations and logistics for MWH’s international portfolio of projects focused on building and strengthening rehabilitation services, including assistive technology provision. The Programs Associate will hold a variety of responsibilities related to the administration of programmatic activities, including coordinating and managing consultancy and field staff contracts; tracking and supporting procurements and logistics across projects; facilitating project-related travel bookings; and reviewing project financials. The position will require frequent communication with MWH staff across various departments, field office personnel, and consultants. The ideal candidate will be proactive, resourceful, and detail oriented. We are looking for a thoughtful and curious person with an interest in international development programming.

Expected Duties and Responsibilities: 

Under the direction of the MWH Programs Operations Manager, the Programs Operations Associate will be responsible for performing the following primary tasks:

  • Review project-related consultant and staff expense reports and reimbursement requests, monthly credit card report reconciliations, and payment requests for completeness, accuracy, allowability, and appropriate coding, and process in a timely manner with appropriate approvals
  • Develop, manage, and track international staff and consultancy contracts and payments; liaise with consultants as needed to process invoice and reimbursement payments
  • Serve as primary point of contact to field staff’s administrative and logistics inquiries
  • Process miscellaneous payment requests and compile and review backup documentation for field office financial reporting
  • Support knowledge management and conduct periodic audits of information management and filing system, ensuring award files are up-to-date, comprehensive and “handover ready” at any time
  • Review procurement documentation for programmatic and organizational procurements following donor and MWH policies and procedures Coordinate airfare and lodging bookings for staff and consultants following donor MWH policies and procedures; save supporting documentation in line with MWH filing protocols
  • Support the development of standard operating procedures to streamline financial, operational, and administrative processes to better support program implementation
  • Conduct documentation reviews to ensure programmatic adherence to organization-wide and grant compliance rules
  • Contribute to the development of program operational strategy development and review
  • Assist in recruitment, post job descriptions to job boards, conduct screening interview, and support other recruitment and human resources tasks as needed
  • Facilitate and serve as scribe for meetings as needed
  • Other miscellaneous ad hoc tasks as assigned

Required Qualifications and Experience:

  • At least 2 years of relevant professional and/or internship experience
  • Detail oriented with good organizational and prioritization skills
  • Proven ability to take initiative in finding solutions to complex challenges
  • Ability to work well independently
  • Proactive problem solver who is equally comfortable asking for help and finding a solution
  • Excellent oral and written communication skills
  • Positive attitude and a commitment to a positive work environment
  • Demonstrated ability to work well in teams and constructive participation in ongoing organizational development
  • Passionate about Momentum’s mission and values
  • Experience with Microsoft Office 365 Suite
  • Fluency in English

Preferred Qualifications and Experience:

  • Bachelor’s degree in relevant field, such as Social Science, Business Administration, Global Health, or International Relations/Development
  • Familiarity with US government international program implementation
  • Fluency in Bahasa, Ukrainian, Russian, Spanish, Mandarin, or any other languages a plus
  • Experience with cloud filing systems
  • Experience utilizing project management software such as OneDrive and business communication platforms such as Teams, etc.
  • Experience living and working in a developing country

Working Conditions:

  • Will need to regularly operate a computer and other office productivity machinery, such as a calculator, copy machine, and/or printer
  • Will need to respond to frequent oral and written communications from MWH headquarters and field office staff. Must be able to exchange accurate information in these situations
  • May need to remain in a stationary position for prolonged periods
  • May need to occasionally move about to access file cabinets, printers, scanners etc. if in the office
  • May need to work in outdoor weather conditions for events
  • May need to work flexible working hours outside of the traditional 9-5 to accommodate colleagues’ multiple time zone needs

Application instructions

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