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Classified title: Program AdministratorRole/Level/Range : ATP-3-PBStarting Salary Range: Commensurate with ExperienceEmployee group: Full timeEmployee subgroup (FLSA Status): ExemptSchedule (hours/days): 8:30 am to 5:00 pmPersonnel area (School): Academic and Business CentersPosition Type: NewOrg unit name and #: JhpiegoDepartment name: Global ProgramsReports to (Job title): Reports to (Job title): Sr. Program ManagerGeneral summary/purpose:Program Administrator will work in close collaboration with the 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 teams to successfully implement projects. The Senior Program Coordinator is responsible for ensuring that administrative tasks are completed. The exact support needed will vary by country, but will likely include: US-based procurement, processing contracts, setting up payments from US, setting up meetings, taking notes, reviewing/editing reports, minor translation needs for certain countries, etc.Responsibilities:
Collaborate with Program Officers and field staff to support program planning, implementation and monitoring across all phases of the project period – proposal development, start-up, implementation, monitoring, and closeout
Work collaboratively to ensure that resources for program implementation are available to the field in a timely fashion
Contribute to overall strategy and implementation of program activities for projects and the larger portfolio within which countries/projects are housed
Liaise with GHR and field teams to set-up consultant contracts, including appropriate rates and payment processes
Support country offices in the development and management of project procurement plans, including the ordering and shipping of materials to field offices and setting up preferred vendors
Schedule routine project management meetings with all relevant staff at HQ and field offices, take notes, and support follow-up of action items
Editing of project reports, work plans, budgets and other correspondence, including support of translation needs
Support knowledge management by regularly updating, organizing, archiving project documents and relevant contact information across Jhpiego’s platforms, including MS Teams, OneDrive and Jhpiego’s internal intranet site
Route reports, documents, communications materials through GECO’s Workfront system as needed
Travel to field offices to support identification and set up of office space, field teams and vendors, etc.
Support field offices’ participation at conferences or HQ meetings/retreats by providing logistical support (registration, reserving of hotels and flights, etc.) and assisting with the development of presentations
Collaborate with finance staff in the review, processing and reconciling of invoices and payment documentation
Collaborate with CMCD to process award agreements, award modifications and payments for sub-awards
Support field staff in completing administrative closeout tasks, including:
Payments to all HQ-based vendors
Closeout all sub-award
Proper archiving of all project documents, according to donor and organizational policies
Completion and execution of disposition plans
Support onboarding of new senior program coordinators
Additional items as needed
Minimum qualifications (mandatory):
Proficient French language skills
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 up to 30% time to low resources setting
Proficiency in Office 365 - Word, Excel, PowerPoint, SharePoint, MS Team Sites
Experience living, working or studying overseas preferred
Equal Opportunity Employer:Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.
