Program Administrative Coordinator
JOB SUMMARY
Working remotely, the Program Administrative Coordinator provides day to day administrative support to the Senior Vice President of Global Programs. They assist the Senior Vice President of Global Programs in daily scheduling, correspondence, and administrative tasks. This includes planning the logistics of, organizing, and recording Program Committee meetings and Program Team meetings.
Similarly, they assist with the development of presentations for the Executive Leadership Team meetings. They also arrange the Senior Vice President of Global Programs’ travel and track budgets that the Senior Vice President of Global Programs oversees. In addition, the Program Administrative Coordinator supports the Global Program team where necessary.LOCATION
Working remotely.
Preference is for the role to be located in one of Orbis International’s
country offices in Africa namely: Addis Ababa – Ethiopia; Accra – Ghana; Lusaka
– Zambia; or in Nairobi, Kenya.
REPORTING &
WORKING RELATIONSHIPS
The Program
Administrative Coordinator reports to the Senior Vice President of Global
Programs. They work closely with program staff worldwide. They also liaise with
members of the Program Committee and the global program teams including –
clinical services, monitoring & evaluation, faculty relations, Cybersight,
Flying Eye Hospital and country-based program staff.
ESSENTIAL JOB
FUNCTIONS / KEY AREAS OF RESPONSIBILITY
Meeting Support
- Research and gather data to prepare presentations,
discussion papers, and briefing documents for internal and external
meetings, including to boards of directors, committees, and executives
- Coordinate meeting logistics, including the
arrangement and attendance of teleconference calls across multiple
time-zones, as well as in-person global meetings
- Support the Senior Vice President of Global
Programs in the preparation, logistical coordination, agenda preparation,
recording of minutes, and preparation and distribution of all related
materials for all online and in person meetings;
- Accurately record and produce quality minutes from
meetings, following up on action items as necessary
Administrative Support
- Process invoices by preparing check requests and
wire transfer payments, as well as credit card reconciliations
- Prepare and oversee processing of contracts and
consultant invoices for cost center 44
- Prepare check requests and wire transfer payments
for consultants
- Coordinate and execute travel arrangements and
logistics for the Senior Vice President of Global Programs as needed
- Perform office duties that include ordering
supplies.
- Open, sort, and distribute incoming faxes, emails,
and other correspondence
- Participate in special projects or perform
additional administrative and logistical support tasks as needed
Program Support
- Read and analyze incoming memos, submissions, and
distribute them as needed
- Conduct desk research and literature reviews as
requested
- Liaise with Global Program Staff to gather and
update program related questions
- Conduct Global Program orientation for all on
boarded staff upon request
Communication Support
- Draft necessary internal and external
communications and correspondence to Orbis program staff, donors, and
partners.
- Support in inter-department communication as
required.
- Maintain and keep up to date the program
department’s informational resources on the intranet and the Orbis
Resource Library and ensure that necessary materials are accessible and
documented.
- Assist in maintaining and overseeing use of Global
Program’s SharePoint website
QUALIFICATIONS &
EXPERIENCE
- Bachelor’s degree or any equivalent combination of
training, education and experience that demonstrates the ability to
perform the duties of the position
- Minimum 4-5 years progressive relevant work
experience
- Proven experience as a virtual assistant or other
relevant programmatic administrative experience
- Experience in working for local or international
development organizations
SKILLS & ABILITIES
- Excellent communication skills with oral and
written fluency in English
- Strong interpersonal and diplomacy skills; must be
comfortable interacting effectively with colleagues at all levels,
non-native English speakers, partners, donors, and external consultants
- Advanced application use of entire MS Office suite
as well as various software, including word processing, spreadsheets,
databases, and presentation software (i.e. MS Word, Excel, PowerPoint,
Outlook, SharePoint, Adobe Acrobat); must be able to quickly turn around
professional-quality PowerPoint presentations/slideshows; working
knowledge of other presentation creation software a plus.
- Ability to organize a daily workload based on
priorities
- Able to meet deadlines in a fast-paced quickly
changing environment
- Proven track record of working successfully with a
multicultural, multi-language and multi-location constituency
- Detail oriented and strong organizational skills
required. Loves to problem solve!
- Flexibility and ability to work well under
pressure in a global team and work environment spanning across multiple
time-zones.
- Appreciation of / ability to interact with people
of diverse cultural backgrounds
How To Apply
To learn more about
Orbis, go to http://www.orbis.org
Orbis is an Equal
Opportunity Employer.
As a global
organization, we welcome qualified applicants from diverse backgrounds and
cultures who reflect the five Orbis values of Trust, Caring, Commitment,
Accountability, and Excellence.