Program Assistant for International Programs
Lutheran World Relief - Baltimore, MD

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DESCRIPTION

The Program Assistant for International Programs provides substantive, logistical, and administrative support to the Vice President for International Programs (VPIP). S/he serves as the focal point for coordination across regions and between headquarters and regional offices in the areas described below. Some international travel may be necessary; otherwise responsibilities are carried out at headquarters in Baltimore, Maryland, USA. Occasional domestic travel may be required.

DUTIES

Departmental Coordination Develop systems and processes to ensure information flow with and between regional offices and various units at HQ. Schedule and coordinate International Programs Department meetings, including the quarterly departmental meetings.Support the development, presentation, and monitoring of the Departmental budget(s).Support the planning, execution, documentation, and coordination of LWR's strategic planning, annual planning, and evaluation, organizational effectiveness, and learning processes, as requested. Coordinate production of International Programs Department reports, including the President's Reports, Accomplishments Reports, the Programs Operations Manual, reports to various church bodies, and ad hoc reports requested by the International Programs Department Vice President (IPD VP). Work with the President's Office in compiling documents for presentation to the board of directors.Monitor and facilitate the reporting on specific cross-regional grants.Research and Writing Conduct research and prepare reports on specific program-related issues as requested by the IPD VP. Coordinate development and implementation of the new program monitoring database.Conduct research and prepare reports on LWR's program activities, using the program monitoring database, grants files, and communications with staff. Support to the Vice President for International ProgramsReply to routine correspondence for the IPD VP and draft responses to correspondence as requested.Maintain meeting schedules and appointments, make travel arrangements, screen telephone calls, and send faxes for the IPD VP. Remain familiar with the administrative work of Regional Teams and of the President's Office. Fill in or backstop for program assistants and other regional staff in their absence or at times of heavy workloads. Teamwork Actively engage in the development and periodic review of LWR's strategy, policies, procedures, manuals, and guidelines. Identify and promote possible areas of coordination and collaboration between IPD and other units at HQ. Provide support to the International Programs Department to ensure a timely response to disasters and complex emergencies. Policy and Advocacy Assist the IPD VP in keeping abreast of, and report on, social, political, environmental, and economic trends in the regions in which LWR works. Assist the IPD VP in working with the External Relations Department to guide and strengthen LWR's presence in the US by sharing timely information from partners and about developments in the region. Assist the IPD VP in working with the External Relations Department to develop cohesive and coherent policies and procedures that best facilitate the flow of information between ER and IPD.Fundraising and Constituent Education Assist the IPD VP in working with regional directors and deputy regional directors to monitor funded projects and coordinate project sponsorship.Assist the IPD VP in working with the Mission Advancement Unit on organization-wide fundraising efforts and related documentation.Assist the IPD VP in working with the Communication Department in the production of publications and videos.

QUALIFICATIONS

Deep commitment to LWR's core values; ability to model those values in relationships with colleagues and partners. Bachelor's degree in a relevant field or the equivalent experience.Effective written and verbal communications skills in English. Some Spanish or French language skills preferred.Knowledge of sustainable development and humanitarian response issues. Practical and intellectual familiarity with the specific countries where LWR works. Demonstrated experience in office administration and finance.Ability to be accurate and attentive to detail in project tracking and monitoring, writing, editing, typing, and filing. Demonstrated experience in research and issue analysis.Experience with an international development or relief organization is highly desirable.Ability to prioritize, organize, and carry out multiple tasks efficiently under pressure and with little supervision; ability to accept supervision.Highly proficient in using Word, Excel, Access, Publisher, Outlook, Visio, map-making, and web browser software.Good interpersonal skills, ability to be both a team leader and a team player, work with people of varied backgrounds, and accommodate different work styles.Other job related duties as assigned Departmental Coordination Develop systems and processes to ensure information flow with and between regional offices and various units at HQ. Schedule and coordinate International Programs Department meetings, including the quarterly departmental meetings.Support the development, presentation, and monitoring of the Departmental budget(s).Support the planning, execution, documentation, and coordination of LWR's strategic planning, annual planning, and evaluation, organizational effectiveness, and learning processes, as requested. Coordinate production of International Programs Department reports, including the President's Reports, Accomplishments Reports, the Programs Operations Manual, reports to various church bodies, and ad hoc reports requested by the International Programs Department Vice President (IPD VP). Work with the President's Office in compiling documents for presentation to the board of directors.Monitor and facilitate the reporting on specific cross-regional grants.Research and Writing Conduct research and prepare reports on specific program-related issues as requested by the IPD VP. Coordinate development and implementation of the new program monitoring database.Conduct research and prepare reports on LWR's program activities, using the program monitoring database, grants files, and communications with staff. Support to the Vice President for International ProgramsReply to routine correspondence for the IPD VP and draft responses to correspondence as requested.Maintain meeting schedules and appointments, make travel arrangements, screen telephone calls, and send faxes for the IPD VP. Remain familiar with the administrative work of Regional Teams and of the President's Office. Fill in or backstop for program assistants and other regional staff in their absence or at times of heavy workloads. Teamwork Actively engage in the development and periodic review of LWR's strategy, policies, procedures, manuals, and guidelines. Identify and promote possible areas of coordination and collaboration between IPD and other units at HQ. Provide support to the International Programs Department to ensure a timely response to disasters and complex emergencies. Policy and Advocacy Assist the IPD VP in keeping abreast of, and report on, social, political, environmental, and economic trends in the regions in which LWR works. Assist the IPD VP in working with the External Relations Department to guide and strengthen LWR's presence in the US by sharing timely information from partners and about developments in the region. Assist the IPD VP in working with the External Relations Department to develop cohesive and coherent policies and procedures that best facilitate the flow of information between ER and IPD.Fundraising and Constituent Education Assist the IPD VP in working with regional directors and deputy regional directors to monitor funded projects and coordinate project sponsorship.Assist the IPD VP in working with the Mission Advancement Unit on organization-wide fundraising efforts and related documentation.Assist the IPD VP in working with the Communication Department in the production of publications and videos.

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