FT Job Opp at PRB!

Job description

Population Reference Bureau  http://www.prb.org/

Program Assistant

Position Summary:

The Program Assistant will serve as a member of the International Programs department, providing administrative and logistic support to programs and activities. The Program Assistant will assist with organizing meetings and conferences, handling multiple travel arrangements, maintaining participant and contact lists, processing invoices, editing and formatting workplans and annual reports, sending regular newsletters, making photocopies, and streamlining administrative processes when possible. The Program Assistant will also be called upon for providing substantive support to projects. This support may include researching data and information, conducting some data analysis, and assisting with writing selected materials such as web articles, case studies, briefs, and project reporting documents. The Program Assistant will primarily support projects funded by USAID, but may also be called upon to support private donor-funded activities.

Primary Responsibilities:

1. Provides general administrative support, such as editing and formatting documents, photocopying, handling and distributing mail, maintaining department and project files, managing email listserves.
2. Arranges logistics for domestic and international meeting planning by coordinating participant schedules and making travel arrangements. Prepares participant materials by assembling binders, ordering materials, and disseminating agendas. Helps to secure international visas and travel insurance. Arranges per diems and reimbursements.
3. Serves as proposal coordinator responsible for scheduling meetings, managing logistics and communications, and supporting the technical writer and proposal manager in producing proposal content. Conducts grant-related research as needed.
4. Creates and maintains database of training participants, consultants, media contacts, and other project partners. Produces mailing labels, basic reports, and other database outputs for project managers.
5. Assists with field and home office communications and follow-up.
6. Arranges and sets up conference rooms for meetings, seminars, and training workshops. Sets up conference calls and virtual meetings using Skype, GoToMeeting, webinar software, or conference call lines.
7. Writes routine correspondence. Edits and proofreads materials.
8. Organizes material for and contributes to administrative reports and routine reporting to donors. Edits and formats reporting documents with tight deadlines and attention to detail.
9. Edits, proofreads, and formats materials. Prepares original correspondence. Produces graphs and tables for reports.
10. Conducts routine Internet searches for projects.
11. Manages invoices and expense reports for project activities, consultants, and senior staff.
12. Performs other duties as assigned to support staff, such as finding articles and making routine phone calls requesting information.
    Qualifications:

• Bachelor’s degree with social sciences background and an interest in global health/development issues preferred; associate’s degree with additional experience considered.
• Experience providing administrative and project support to a staff of five or more employees.
• Demonstrated proficiency in MS Office required with an emphasis on Excel. Knowledge of spreadsheet database functions in Excel also desirable.
• Excellent verbal communication and interpersonal skills.
• Excellent writing, grammatical, and proofreading skills and demonstrated attention to detail.
• Strong interpersonal and organizational skills and the ability to perform multiple tasks and prioritize according to staff needs and deadlines.
• Ability to work independently.
• Experience working or studying in developing countries, or providing administrative support to an international organization with staff based in developing countries, preferred.
• French language proficiency required.
• Occasional travel may be involved.
  Salary and Benefits: Salary is commensurate with qualifications and experience. PRB has an excellent benefits package, including generous health, leave, and retirement programs.
  Applications: Please apply at: https://www.infinityhr.com/extranet/recruiting.aspx?id=FDEE3BE7-E8D4-4F72-908C-CF07110E750A&src=Linkedin&rqid=EBE21386-171E-4009-AF51-156AB2FD8DD7
  Please remember to attach the resume and cover letter in the documents section. We would like to fill this position as soon as possible. Resumes will be considered immediately upon submission.
  This position is located in Washington, D.C.
  The Population Reference Bureau is an equal opportunity employer.