The Field Programs Unit Coordinator is part of the Field Programs Management Department, providing administrative, clerical and operational support to the team as well as specific support to the Executive Vice President of the Field Programs Unit, to ensure the utmost organization and efficiency in operational and administrative processes. The Coordinator is responsible for managing the operations of the Field Programs Unit, representing the Field Programs Management team in cross divisional networks and meetings, compiling reports from the field, maintaining essential communications tools and supporting the implementation of the FPM portfolio overall.
The Coordinator must have the ability to make independent judgments related to administrative and project matters, communicate effectively with all levels of management inside CI, good relationship- building skills and an ability to handle confidential and sensitive information with the highest degree of professionalism. This position will require a broad and comprehensive knowledge of CI’s policies, standard operating procedures and values.
Administrative Management to FPM department
Fulfill all administrative and operational functions of FPM. Provide special project support, file and record maintenance, enhancement and implementation of office policies and procedures, handling confidential information, allocation of internal resources to enable task performance, and training and orientation of new office staff. (50% of time)
Support the Executive Vice President of the Field Programs Unit to ensure it functions efficiently. Liaise with other CI divisions and the Executive Assistants of leadership to coordinate and commutate all functions smoothly. This includes: administrative tasks, scheduling, logistics, travel arrangements, and clerical finance tasks.
Provide support to the Field Programs Management team by updating the CI intranet, producing communications products, maintaining the Field Programs Unit calendar, coordinating Synergies between divisions, filing electronic documents, and participating in field-related and cross-divisional networks.
Request, coordinate, and synthesize information from the field programs to complete the President’s Letter, and monthly reports for the Chief Operating Officer and the Executive Vice President of Field Programs.
This position is located in CI-Headquarters in Arlington, VA.
Some travel and flexibility to accommodate off hour meetings or schedules as needed.
Minimum of 4 years of professional administrative assistance
Excellent organizational and prioritization skills
Resourcefulness and ability to work proactively
Force of presence: ability to accomplish complex assignments requiring cross-organizational cooperation
Strong verbal and written communication skills, with the ability to effectively communicate with individuals from a variety of disciplines, cultures and backgrounds
Flexibility and willingness to work in situations of flux; ability to work in a fast turn-around environment
Strong work ethic and willingness to take ownership for wide-ranging responsibilities
Utmost professionalism and discretion
Strong computer skills and knowledge of Microsoft Office software, Mac systems, and Adobe Suite products
Ability to take initiative and anticipate needs
Willing to invest the time to get the job done
Strong writing skills
Bachelor’s degree or equivalent years of related work experience
Fluency in one or more major foreign language(s), e.g., French, Spanish or Portuguese.
Desire to learn about all aspects of the organization
Good sense of humor
Commitment to quality service